Receptionist

Receptionist

The Human Resources & Administration department invites internal (permanent full-time staff members) and external applicants for the position of Receptionist.

“For internal applicant, a prior written approval from the Dean/Director or Head of Department is mandatory.”

Reporting Line: ACC Manager.

Position Description Summary: 

Manage the front desk on a daily basis and perform a variety of administrative and clerical tasks. As a Front Desk, the Receptionist will be the first point of contact for the entity. Front Desk Receptionist’s duties include offering administrative support across the organization, welcoming guests, and coordinating front-desk activities, including distributing correspondence and redirecting phone calls. To be successful as a Front Desk Receptionist, you should have a pleasant personality, as this is also a customer service role, and deal with emergencies in a timely and effective manner, while streamlining office operations. Multitasking and stress management skills are essential for this position. This role may require working in shifts, so flexibility is a plus. Ultimately, a Front Desk Receptionist’s duties and responsibilities are to ensure the front desk welcomes guests positively and executes all administrative tasks to the highest quality standards.

Main Duties:

• Manage the reservation process.
• Consult the reservation demands at the conference center.
• Check the availability: taking into consideration the period of reservation, and the type of requested rooms (single/large standard/luxury/suite).
• In case of availability, a response is automatically sent to the requester.
• In case of unavailability, suggest an alternative to satisfy the requester.
• Send an e-mail to the requester asking for the names of the participants and their assignments.
• Prepare the magnetic cards of the assigned rooms; make sure that they are functional.
• Coordinate with the cleaning superintendent about the rooms to prepare.
• Coordinate with the technician concerning the rooms that need heating.
• Send the list of the participants, their assignments, and the period of their stay to the security department.
• Make sure that all names are inserted according to the request of the customer: single/large / luxury or suite before the arrival of the participants of each event.
• Make sure that all the procedures and preparations are under control.
• Prepare vouchers that include
• Housing invoices, including participants' periods of stay and the type of assigned rooms.
• Participants' meal invoices.
• Study rooms.
• Prepare invoices.
• Be welcoming and courteous at the reception upon guests’ arrival.
• Come up with an immediate solution to the frequent changes that may occur to satisfy all the demands.
• Find immediate resolution of any problems that may arise during the arrival or stay of guests.
• Ability to plan work activities.
• Consistently reliable.

• Bac+2 or equivalent qualification
• Telephone answering skills
• Verbal communication
• Active listening skills
• Professionalism
• Customer service
• Organization
• Handles pressure
• Supply management
• Computer skills

• Communication
• Multitasking
• Social skills
• Organization
• Technical skills
• Stress management skills
• Problem-solving
• Empathy
• Reliability 

Qualified applicants are invited to submit a letter of application and a CV via the following form: 

The Search Process:

Screening will begin as soon as possible, and short-listed candidates will be invited for interviews. The successful candidate will need to take the position right after notification.