Receptionist

Role Purpose

The Receptionist is the first point of contact for Invarium, delivering a professional and welcoming front-office experience to visitors, clients, and staff. The role requires a well-organised, detail-oriented individual who manages the reception area, handles incoming communication, and provides reliable administrative support to ensure the smooth day-to-day running of the office.

Core Responsibilities

1. Front Office and Visitor Management

•      Welcome and receive visitors, clients, and staff in a professional and courteous manner, directing them to the appropriate person or department

•      Manage the reception area, ensuring it is tidy, presentable, and reflects the professional image of the group

•      Maintain the visitor register and issue visitor passes in line with office access and security procedures

2. Communication and Correspondence

•      Answer, screen, and forward incoming telephone calls, taking accurate messages where required

•      Receive, sort, and distribute incoming mail, courier deliveries, and packages, and coordinate outgoing dispatches

3. Scheduling and Administrative Support

•      Schedule and coordinate appointments, meeting room bookings, and boardroom set-up as required

•      Provide general administrative and clerical support, including photocopying, scanning, filing, and data entry

•      Monitor and order front-office and general office supplies, liaising with Administration on procurement needs

•      Support the HR & Administration department with basic administrative tasks, including assisting with onboarding logistics for new employees

4. Confidentiality and Conduct

•      Uphold confidentiality regarding sensitive company, client, and employee information encountered in the course of duty

•      Perform any other duties reasonably assigned by Management

Candidate Profile: Qualifications, Experience and Competencies

Qualifications

•      A Diploma or Certificate in Front Office Administration, Business Administration, Secretarial Studies, or an equivalent qualification

Experience

•      A minimum of one to two years' experience in a receptionist, front-desk, or customer-facing administrative role

•      Proficiency in Microsoft Office (Word, Excel, Outlook) and general office equipment

Personal Attributes and Core Competencies

•      Excellent verbal and written communication skills, with a professional and courteous telephone manner

•      Strong interpersonal skills and a customer-service orientation

•      Well-groomed, presentable, and able to represent the company professionally at all times

•      Highly organised and methodical, with strong attention to detail and the ability to multi-task in a fast-paced environment

•      Sound judgement, discretion, and integrity in handling confidential information

•      Reliable, punctual, and able to work with minimal supervision