Receptionist Job brief

We are looking for a Receptionist to manage our front desk on a daily basis and to perform a variety of administrative and clerical tasks.

What does a Receptionist do?

As a Receptionist, you will be the first point of contact for Mulamuzi Motel – Namasuba. Our Receptionist’s duties include offering administrative support across the organization. You will welcome guests and greet people who visit the business. You will also coordinate front-desk activities, including distributing correspondence and redirecting phone calls.

Your duties and responsibilities are to ensure the front desk welcomes guests positively, and executes all administrative tasks to the highest quality standards.

Receptionist responsibilities include:

• Receiving visitors at the front desk by greeting, welcoming, directing and announcing them appropriately
• Answering screening and forwarding incoming phone calls
• Receiving and sorting daily emails
• Greet and welcome guests as soon as they arrive at the property
• Direct visitors to the appropriate person and office
• Answer, screen and forward incoming phone calls
• Ensure reception area is tidy and presentable, with all necessary stationery and material (e.g. pens, forms and brochures)
• Provide basic and accurate information in-person and via phone/email
• Receive, sort and distribute daily mail/deliveries
• Maintain office security by following safety procedures and controlling access via the reception desk (monitor logbook, issue visitor badges)
• Order front office supplies and keep inventory of stock
• Update calendars and schedule meetings
• Arrange travel and accommodations, and prepare vouchers
• Keep updated records of office expenses and costs
• Perform other clerical receptionist duties such as filing, photocopying, transcribing and faxing
• Assisting guests with questions regarding spa services and products,
• Assists with cleaning of the spa and relaxation area and bathrooms as needed.
• Ensure that Sauna is set on time, plus acknowledge and greet everyone who enters and leaves the spa.
• Ensure that the check-in, check-out and payment process is handled in accordance with company policy
• Provide callers and guests with detailed descriptions of spa treatments, packages, services, and hours of operation.
• Document guest information in electronic record as directed.
• Actively promote the spa, treatments, services, sessions and retail, as well as programs, promotions and/or discounts available.
• Develop professional and personalized relationship with regular guests.
• Handle guests’ questions and concerns promptly, professionally and courteously.
• Maintain complete confidentiality in all guest matters in accordance with company policy;
• Provide accurate, appropriate and immediate responses to all requests by guests, ensuring complete guest satisfaction.
• Maintain a clean; safe, fully stocked and well organized work area.
• Ensure adequate stock of supplies and equipment; inform management when stock is low.
• Must be able to work without constant direct supervision and remain at assigned post for extended periods of time.
• Maintain a positive attitude and contribute toward a quality work environment.
• Assist in all areas of spa operation as requested by management.
• Communicate to management any and all occurrences involving staff or guests in the spa that require attention.

Requirements and skills

• Proven work experience as a Receptionist, Front Office Representative or similar role
• Proficiency in Microsoft Office Suite
• Hands-on experience with office equipment (e.g. fax machines and printers)
• Professional attitude and appearance
• Solid written and verbal communication skills
• Ability to be resourceful and proactive when issues arise
• Excellent organizational skills
• Multitasking and time-management skills, with the ability to prioritize tasks
• Customer service attitude
• Additional certification in Office Management is a plus