Purpose:

The receptionist is the first point of contact for visitors, clients, suppliers and employees at FAW Head Office. The person is responsible for front desk duties, general administration, data capturing, ordering welfare stock and stationery for approved branches, handling small expense accounts, receiving and dispatching parcels, booking boardrooms, and welcoming VIP guests in a professional manner.

Main Duties and Responsibilities

Front Desk and Reception Duties

• Welcome visitors, clients, suppliers and staff in a friendly and professional manner.
• Answer incoming calls and direct them to the correct person or department.
• Take messages clearly and ensure they are passed on promptly.
• Keep the reception area neat, clean and presentable at all times.
• Control the visitor sign-in process and ensure visitors are assisted correctly.
• Inform staff when their visitors arrive.

Receiving VIP Guests

• Greet VIP guests professionally and make them feel welcome.
• Inform the relevant manager or host immediately when VIP guests arrive.
• Offer basic refreshments where required and arrange seating while guests wait.
• Ensure the reception and meeting areas are always suitable for VIP visits.

Data Capturing and Administration

• Capture information accurately on company systems, registers, spreadsheets or other documents.
• Update records as required.
• Assist with filing, scanning, copying and general administrative support.
• Maintain proper records of deliveries, collections, expenses and stock issued.

Welfare Stock and Stationery Procurement

• Monitor welfare stock and stationery levels for the specified branches.
• Prepare or submit purchase requests in line with company procedures.
• Order approved welfare stock and stationery from suppliers.
• Follow up on orders to ensure delivery is on time.
• Keep basic records of items ordered, received and distributed.
• Report low stock levels or supply problems to management.

Managing Small Expense Accounts

• Handle approved small day-to-day office expenses responsibly.
• Keep accurate records of all money spent.
• Collect and file slips, invoices and proof of purchase.
• Reconcile small expense accounts when required.
• Report any errors or unusual expenses immediately.

Parcels and Deliveries

• Receive incoming parcels, packages and documents.
• Record what was received and notify the correct person or department.
• Arrange or assist with the dispatch of parcels and documents.
• Keep dispatch and collection records up to date.
• Liaise with courier companies when needed.

Boardroom Bookings and Meeting Support

• Manage boardroom bookings to avoid clashes.
• Keep the booking schedule updated.
• Prepare boardrooms before meetings where required.
• Ensure meeting rooms are tidy and ready for use.
• Report any issues with boardroom equipment, refreshments or cleanliness.

General Office Support

• Assist with basic office coordination duties as requested.
• Help ensure smooth communication between reception and departments.
• Support office activities that fall within the receptionist function.
• Perform other reasonable duties related to reception and administration