Receptionist

Job Description: Receptionist - Commercial Building

Position Overview

Job Title: Receptionist

Department: Front Desk/Administration

Reports To: Building Manager/Facility Manager

Location: [Building Name/Location]

Employment Type: Full-Time

Position Summary

The Receptionist serves as the first point of contact for all visitors, tenants, and service providers entering the commercial building. This role is responsible for managing the front desk operations, providing exceptional customer service, handling administrative tasks, and ensuring a professional, welcoming environment while maintaining building security protocols.

Key Responsibilities

Front Desk Management

• Greet and welcome all visitors, tenants, clients, and vendors in a professional and courteous manner
• Manage visitor registration process and issue visitor passes in accordance with security protocols
• Answer, screen, and direct incoming calls to appropriate departments or tenant offices
• Maintain visitor log and ensure compliance with building access control procedures
• Monitor and manage the reception area to ensure cleanliness and professional appearance
  
  

Tenant & Visitor Services

• Provide information about building facilities, tenant locations, and available services
• Assist tenants with queries related to building amenities, parking, and common areas
• Coordinate meeting room bookings and ensure conference facilities are properly prepared
• Handle courier and mail services, including package receipt, sorting, and distribution
• Address tenant complaints or concerns and escalate to management when necessary
  
  

Administrative Support

• Maintain and update tenant directory and contact information
• Manage building access cards and key distribution system
• Process and maintain visitor records, gate passes, and access logs
• Prepare daily visitor reports and submit to building management
• Handle general correspondence including emails and internal communication
• Maintain office supplies inventory for reception area
  
  

Security & Safety Coordination

• Monitor CCTV cameras and report any suspicious activity to security team
• Ensure all visitors comply with building security and safety regulations
• Maintain emergency contact lists and evacuation procedures documentation
• Coordinate with security personnel for visitor verification and access control
• Report maintenance issues, security concerns, or safety hazards immediately
  
  

Communication Management

• Operate multi-line telephone system efficiently and professionally
• Take accurate messages and relay information promptly to relevant parties
• Make announcements over public address system when required
• Coordinate with building management for emergency communications
• Maintain professional email correspondence with tenants and visitors
  
  

Support Functions

• Assist in organizing building events, tenant meetings, and emergency drills
• Coordinate with housekeeping and maintenance teams for service requests
• Support facility management team with administrative tasks as needed
• Maintain filing systems for visitor logs, passes, and administrative documents
• Prepare reports on visitor traffic, parking utilization, and front desk activities
  
  

Required Qualifications

Education

• High school diploma or equivalent required
• Bachelor's degree in any discipline preferred
• Certification in office administration or hospitality is an advantage
  
  

Experience

• 1-3 years of experience as receptionist, preferably in commercial buildings, corporate offices, or hospitality
• Experience with visitor management systems and access control software
• Prior exposure to property management or facility operations is a plus
  
  

Technical Skills

• Proficiency in MS Office Suite (Word, Excel, Outlook)
• Experience with visitor management systems (e.g., Proxyclick, Envoy, iLobby)
• Familiarity with multi-line phone systems and intercom operations
• Basic knowledge of building management software preferred
• Comfortable with CCTV monitoring systems and access control panels
  
  

Core Competencies

• Excellent interpersonal and communication skills (verbal and written)
• Professional appearance and demeanor
• Strong customer service orientation
• Ability to multitask and handle high-volume front desk operations
• Problem-solving skills and ability to remain calm under pressure
• Attention to detail and organizational abilities
• Punctuality and reliability
  
  

Personal Attributes

• Friendly, approachable, and courteous personality
• Professional and polished presentation
• Ability to maintain confidentiality and discretion
• Patient and helpful attitude toward all visitors and tenants
• Flexible and adaptable to changing priorities
• Team player with positive attitude
  
  

Language Requirements

• Fluency in English (written and spoken) is mandatory
• Proficiency in additional languages is an advantage
  
  

Key Performance Indicators (KPIs)

• Visitor satisfaction ratings
• Response time to calls and queries
• Accuracy of visitor logs and documentation
• Adherence to security protocols
• Timeliness and attendance record
• Number of tenant complaints or compliments received
  
  

Working Conditions

• Front desk position within building lobby/reception area
• Working hours: [Specify shift timings, e.g., 8:30 AM - 5:30 PM, Monday-Friday]
• May require shift work including evenings, weekends, or holidays depending on building operations
• Primarily seated position with occasional standing and walking
• Professional business attire required
  
  

Physical Requirements

• Ability to sit for extended periods at reception desk
• Capable of standing and walking throughout the building as needed
• Able to lift and carry packages up to 10-15 kg
• Clear speech and hearing for telephone and in-person communication
• Visual acuity for computer work and CCTV monitoring
  
  

What We Offer

• Competitive salary package
• Health insurance and medical benefits
• Paid leave and holidays
• Professional and corporate work environment
• Training and development opportunities
• Employee recognition programs
  
  

Behavioral Expectations

• Maintain highest standards of professionalism at all times
• Demonstrate respect and courtesy to all building occupants and visitors
• Follow building policies, procedures, and security protocols
• Maintain positive representation of building management
• Handle sensitive information with complete confidentiality