Receptionist

7 days ago

Doha, Baladīyat ad Dawḩah, Qatar Vistas Global Full time

Job Summary:

We are seeking a professional and friendly Receptionist to be the first point of contact for our visitors and clients. This role is key to providing exceptional customer service while handling various administrative and reporting tasks. The ideal candidate will maintain a welcoming atmosphere at the front desk and ensure the smooth daily operation of the office.

Key Responsibilities:

Front Desk Management:
  • Greet and welcome visitors, clients, and employees courteously and professionally.
  • Direct guests to the appropriate departments or individuals.
  • Keep the reception area clean, organized, and presentable at all times.
Phone & Communication:
  • Answer, screen, and route incoming phone calls.
  • Take messages and ensure timely communication with internal teams.
  • Maintain clear and professional internal and external communications.
Daily Reporting:
  • Maintain a Visitor Log for all visitors, clients, and deliveries.
  • Record phone activity, including missed calls and follow-ups.
  • Track and distribute incoming mail/packages to relevant staff.
  • Provide operational updates to the Office Manager (e.g., supplies, maintenance).
  • Report any incidents or emergencies (e.g., hazards, issues) promptly.
Monthly Reporting:
  • Prepare Office Supplies Inventory reports and highlight reordering needs.
  • Compile performance metrics such as response times and visitor check-ins.
  • Maintain a Maintenance Report for requests and issues resolved.
  • Monitor and report on the CCTV system status.
  • Track and report access to Level 3 (restricted) areas.
Access Issuance:
  • Issue access cards for staff and visitors.
  • Manage gate passes for external clients and guests.
Mail and Deliveries:
  • Receive, sort, and distribute incoming mail and courier packages.
  • Coordinate outgoing mail and courier services as needed.
Emergency and Safety Response:
  • Act as the first point of contact during emergencies.
  • Assist in evacuation or emergency procedures and direct individuals to safety.

Qualifications:

  • High school diploma required; Associate's degree or higher is a plus.
  • Prior experience as a receptionist, front office assistant, or customer service role.
  • Strong organizational skills and a keen eye for detail.
  • Excellent verbal and written communication and phone etiquette.
  • Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
  • Ability to multitask in a dynamic, fast-paced environment.
  • Positive, friendly, and approachable attitude.
  • Strong reporting skills with the ability to maintain accurate records.

Working Conditions:

  • Full-time, on-site role.
  • Office-based with standard working hours.
  • May involve occasional extended hours in case of emergencies or special events.
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