Job Summary
The Team Leader Receptionist is responsible for supervising and leading a team of receptionists, ensuring that the front desk operates smoothly and efficiently. This role includes handling administrative duties, managing visitor interactions, scheduling appointments, and ensuring that all reception functions run according to organizational standards. The Team Leader Receptionist also plays a key role in training and supporting the reception team, handling customer inquiries, and providing a professional and welcoming environment for all visitors.
Job Description
Supervising Reception Team:
- Lead and supervise a team of receptionists, ensuring that all tasks are completed efficiently and in a timely manner.
- Delegate responsibilities to team members and provide guidance or support as needed to ensure optimal performance.
- Monitor and manage the performance of reception staff, providing feedback and addressing any issues or concerns.
- Conduct training for new receptionists, ensuring they are familiar with protocols and customer service standards.
Customer Service and Client Relations:
- Serve as the first point of contact for visitors, clients, and callers, ensuring they are greeted warmly and professionally.
- Address client inquiries or concerns, providing accurate information or directing them to the appropriate department or individual.
- Handle guest check-in/check-out processes, ensuring visitors feel welcome and are provided with any necessary assistance.
Administrative and Operational Support:
- Manage scheduling and appointments for executives or other staff, ensuring meetings are organized efficiently.
- Oversee the preparation and organization of office supplies, ensuring that the reception area is well-maintained and stocked.
- Perform general administrative tasks, such as filing, data entry, and maintaining records for visitors or appointments.
- Handle incoming mail and deliveries, distributing them appropriately within the organization.
Front Desk Operations:
- Manage phone calls and emails, directing them to the correct department or personnel in a timely manner.
- Oversee the reception area, ensuring it is clean, organized, and presentable at all times.
- Monitor and manage any visitor logs, ensuring compliance with safety or security policies for entry into the building.
Problem-Solving and Conflict Resolution:
- Address any issues or complaints from visitors or clients, striving to resolve matters quickly and effectively.
- Act as a point of escalation for more complex issues that reception staff are unable to handle independently.
Health and Safety:
- Ensure that health and safety protocols are adhered to at the reception area, including managing visitor access and ensuring security procedures are followed.
- Implement COVID-19 or other health-related protocols where necessary, ensuring a safe environment for staff and visitors.
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