Reception Manager - Flexible Office and Coworking

Job Summary:

We are seeking a dedicated and experienced Reception Manager to oversee the daily operations of our front desk and reception area. The ideal candidate will possess excellent communication, organizational, and leadership skills, ensuring a seamless and professional experience for all visitors, clients, and employees. The Reception Manager will be responsible for managing the reception team, handling inquiries, maintaining a welcoming environment, and implementing efficient processes to optimize customer service.

Responsibilities:

1. Team Management:

   • Lead, train, and motivate the reception team, setting performance expectations and providing ongoing feedback.
   • Create staff schedules, ensuring adequate coverage during business hours.
   • Conduct regular team meetings to discuss updates, procedures, and address any concerns.

2. Visitor Experience:

   • Greet visitors and guests with a friendly and professional demeanor, ensuring a positive first impression of the company.
   • Handle and direct inquiries from clients, vendors, and employees promptly and courteously.
   • Monitor and maintain a clean, organized, and inviting reception area.

3. Communication:

   • Answer incoming calls, transfer calls, and take accurate messages as needed.
   • Distribute internal and external communications effectively, such as emails, letters, and packages.

4. Administrative Support:

   • Coordinate appointments, meetings, and conference room bookings.
   • Manage the distribution and tracking of access cards and visitor badges.

5. Problem Resolution:

   • Address and resolve visitor and employee concerns in a timely and satisfactory manner.
   • Collaborate with relevant departments to solve any issues that arise.

6. Security and Compliance:

   • Ensure that visitors adhere to security protocols, signing in and out as required.
   • Maintain confidentiality of sensitive information and follow data protection guidelines.

7. Process Improvement:

   • Identify opportunities to streamline reception processes for efficiency and improved customer service.
   • Implement improvements in coordination with other departments as necessary.

Qualifications:

• Bachelor's degree or equivalent work experience preferred.
• Proven experience in a receptionist or front desk management role.
• Excellent communication and interpersonal skills.
• Strong organizational and multitasking abilities.
• Proficient in Microsoft Office Suite and office management software.
• Leadership and team management skills.
• Professional appearance and demeanor.
• Problem-solving and conflict resolution skills.
• Ability to maintain composure under pressure.
• Familiarity with security and confidentiality procedures.