Office Receptionist

Job Summary:

We are looking for an Office Receptionist to be the first point of contact at our Head Office. The ideal candidate will provide excellent customer service by welcoming guests, handling phone calls, and assisting with administrative tasks. This role also involves receiving and organizing inbound documents, coordinating with different departments, and serving complimentary drinks to VIP visitors. The receptionist plays a key role in creating a professional and friendly environment, while supporting smooth office operations.

Job Responsibilities:

Customer Service:
• Greet and assist all visitors, clients, collectors, and guests with a professional and friendly attitude, ensuring a positive and welcoming experience at the head office.
• Provide detailed information about the company’s services and direct inquiries to the appropriate departments.
• Maintain a clean and organized reception area to create a professional environment.
• Ensure that all guest needs, including seating and requests, are met in a timely and courteous manner.

Telephone Operations:
• Answer incoming calls promptly and professionally, directing them to the appropriate staff members or department.
• Take detailed messages and ensure timely delivery of messages to the concerned personnel.
• Handle telephone inquiries from clients, suppliers, and partners, providing necessary information and assistance.
• Maintain a log of incoming calls and ensure follow-up on any outstanding matters.

Receiving and Logging Inbound Documents:
• Receive and log all inbound documents, including letters, contracts, and packages, and ensure they are delivered to the correct department.
• Maintain an organized filing system for incoming documents to ensure easy retrieval and accurate records.
• Keep track of deadlines or follow-up requirements related to received documents.
• Assist with basic document preparation, photocopying, and scanning tasks as required.

Serve Complimentary Drinks to VIP Guests:
• Prepare and serve complimentary drinks (e.g., tea, coffee, water) for VIP guests and visitors to the office in a professional manner.
• Ensure that beverages are served in accordance with office protocols and guest preferences.

Other Administrative Works:
• Assist with various administrative tasks such as scheduling meetings, managing office supplies, and maintaining office equipment.
• Coordinate with the office manager or other team members to ensure smooth office operations.
• Support the preparation and distribution of internal and external communications, including memos and notices.
• Handle basic filing, data entry, and document organization to support the office's daily functions.
• Assist with the preparation of meeting rooms, including arranging seating and any required materials.

Key Skills and Qualifications:
• Strong communication and interpersonal skills, with a focus on customer service.
• Professional telephone etiquette.
• Organizational skills with attention to detail.
• Ability to multitask and prioritize duties in a fast-paced environment.
• Proficiency in Microsoft Office and other office-related software.
• Basic knowledge of Japanese business etiquette and cultural norms is a plus.