Receptionist

Role Overview

Receptionist at Apparel Group. The position is responsible for welcoming visitors in person and by telephone, answering and referring inquiries, maintaining security procedures, and supporting core administrative functions.

Role Purpose

To serve as the first point of contact for visitors and callers, manage reception area operations, maintain security protocols, and provide administrative support to ensure smooth office functioning and a professional workplace environment.

Key Responsibilities

Visitor & Guest Management

• Serve visitors by greeting, welcoming, directing and announcing them appropriately.
• Maintain employee and department directories and provide directions.
• Monitor logbook and issue visitor badges to control access.

Communications

• Answer, screen and forward incoming phone calls.
• Provide basic information when needed.
• Relay important messages or information to staff.
• Assist in distributing internal notices or announcements.

Mail & Deliveries

• Receive and sort daily mail, deliveries and couriers.

Record Management

• Assist in OHC requests for designated staff.
• Maintain accurate records for OHC requests.
• Process VIP Tags including cancellation and activation.
• Update the tracking sheet.

Appointment Scheduling

• Update appointment calendars and schedule meetings and appointments.
• Coordinate meeting room bookings and availability.

Office Administration

• Perform clerical duties such as filing, photocopying, collating and faxing.
• Perform other duties including gate pass applications, salary certificate and NOC requests.
• Maintain a tidy and welcoming reception area.
• Ensure office supplies are stocked and organized.

Technology & Equipment

• Use office software including MS Office and booking systems.
• Operate office equipment including printers and switchboards.

Customer Service & Confidentiality

• Handle inquiries and provide accurate information.
• Resolve basic complaints or escalate as needed.
• Handle sensitive information with discretion and professionalism.

Qualifications & Experience

• 1–3 years of experience in reception or administrative roles, preferably in a professional office setting.
• High school diploma or equivalent.
• Additional certification in office administration or receptionist training may be beneficial.

Skills & Competencies

• Proficiency in telephone etiquette.
• Customer service skills.
• Basic office software proficiency including Microsoft Office.
• Strong communication skills.
• Strong organization skills.
• Multitasking ability.
• Friendly demeanor.
• Professional appearance.
• Ability to remain calm under pressure.