Job Description 

Title: Receptionist

Reporting to: Admin Assistant

Duty Station: Head Office-Islamabad

Unit: Operations

Section: Administration                                                                         

Summary of Key Functions

The receptionist will manage the front desk on a daily basis and perform a variety of administrative and clerical tasks. The Receptionist will be the first point of contact for the organisation. His/her duties include offering administrative support across the organisation, welcoming guests and greeting people who visit the office, and also coordinating front-desk activities, including distributing correspondence and redirecting phone calls.

Roles and Responsibilities

• Act as Receptionist/Clerk under the direct supervision of the Admin Officer and or Admin. Assistant.

• Ensures professional front office support for visitors/staff by greeting persons entering the establishment, determining the nature and purpose of the visit, and directing or escorting them to specific destinations.
• Operate telephone switchboard to answer, screen, or forward calls, providing information, taking messages, or scheduling appointments.
• Receives documents and, after recording in the register, disburses incoming mails and outgoing mails respectively or collects, sorts, records, distributes, or prepares mail, messages, or courier deliveries and keep record of all the incoming and outgoing mails.
• Receives messages for staff absences and transfers as necessary
• Responsible for maintaining a clean, conducive and tidy reception area, safe for staff and visitors
• Receives and records all internship and job applications, including unsolicited ones and passes them on to the supervisor or operation section
• Manages filing for all documents going through the reception and ensures utmost confidentiality.
• Responsible for reception security and notifying Supervisor on any suspicions
• Ensures Inspire Pakistan's branding material is provided at the reception all the time and ensures their safety
• File and maintain all telephonic and dispatch records.
• Provide information about the establishment, such as the location of departments or offices, employees within the organisation, or services provided
• Perform data entry and filing activities,
• Perform other clerical receptionist duties such as filing, photocopying, and collating, faxing, etc.

• Maintain a logbook of all incoming and outgoing telephone calls made through the telephone exchange.

• Perform any ad hoc duty assigned by the supervisor.