Receptionist

Confidential; Muscat; On-site; OMR 2,500 - 10,000; Full time

Job summary

A prominent reception service provider in Muscat seeks a Receptionist to deliver exceptional customer service. Responsibilities include managing the reception desk, handling calls and emails, maintaining office organization, and ensuring high standards of hospitality. The ideal candidate will have a High School Diploma, 1-2 years of relevant experience, and fluency in both English and Arabic. This role is crucial for maintaining the impression of the front office and demands results-oriented skills and proficiency in IT systems.

Qualifications

• 1-2 years experience in a service industry, ideally in property, development/FM, or hospitality.
• Experience in customer service.
• Fluency in English and Arabic, both verbal and written.

Responsibilities

• Provide professional reception service to all visitors and callers.
• Manage inbound customer service email, logging and forwarding emails.
• Maintain the reception area cleanliness and organization.

Skills

IT Proficient

Persuasive Communication

Results oriented

Excellent communication skills

Education

High School Diploma

Tools

Customer Service Systems

Job description

Purpose of the Job

To provide a professional, friendly and efficient reception service for Al Mouj Muscat to all visitors, callers and internal customers.

Primary Duties & Responsibilities

• Ensure that the reception desk/switchboard is staffed according to the management direction at all times. Generally, between 07:30 to 16:00, 8:00 to 16:30, and 08:30 to 17:00, 09:30 to 18:00. (Subject to change at management discretion)
• Welcome all visitors into head office/Customer Service environment and deal with appropriately in accordance with the highest customer service standards.
• Answer all calls within 3 rings; respond appropriately and professionally to all telephone enquiries. (If the recipient is unavailable, take a message and pass on within 15 minutes)
• Maintain and manage service levels in line with agreed KPI’s and performance targets.
• When required, be responsible for the overseeing and management of the inbound customer service email ID, logging and recording all inbound emails received, forwarding to involved party, producing reports and maintaining daily logs.
• Out of office hours ensure answer machine/telephone system activated as appropriate.
• Ensure all answer machine messages are retrieved and distributed immediately.

Postal Services

• Open all post other than P & C and Personal first thing in the morning, date stamp and distribute as appropriate.
• Record and distribute courier packages.
• Frank or stamp all outgoing post and ensure ready for collection at appropriate time.

Faxes

• Record and distribute faxes within 10 minutes of receipt.
• Ensure sufficient fax paper in machines at all times (If appropriate).

Office Organization/Presentation

• Ensure that the reception area is kept clean and tidy.
• Ensure reception area is kept free of newspapers and personal effects.
• Ensure the Meeting Rooms are kept tidy.
• Report any shortfalls to office facilities manager log and follow up.
• Ensure that guests are properly welcomed and asked for refreshments/drinks…etc. as soon as they walk‑in.

Office Administration

• Be aware of departmental Health and Safety policy and report any potential risks to Head of Department.
• Maintain visitors book – who they are meeting, check‑in and check‑out.
• Issue visitor passes for guests.
• Book and schedule the management of meeting rooms.
• Maintain Customer Service vehicles log book and schedule.
• Maintain Customer Service vehicles cleanliness and maintenance.
• Maintain hospitality items.

Call Centre

• Cover the Call Centre Executive(s) (CCE) when required and as instructed by the line manager.
• Provide a high standard/excellent customer service in telephone interaction.

General

• Be prepared to undertake any other duties within your capabilities as and when required.
• Immaculate appearance with name badge visible at all times.
• Be prepared for shift working “if required”.

Education & Experience

• Minimum High School Diploma.
• 1‑2 Years’ experience working in a results‑driven service industry ideally from property, development/FM/hospitality background.
• Experience working within a customer service environment.

Skills & Competencies

• General:
  • IT Proficient and experience of working with databases and Customer Service Systems.
  • Planning & Organizing.
  • Persuasive Communication and Influencing Skills.
  • Creative Problem Solving.
  • Making Decisions.
  • A team player.
  • Results oriented.
  • Excellent communication skills.
  • Demonstrates drive and resilience.
  • Positive and highly motivated towards achieving objectives.
• Communications:
  • Effective writing/reporting.
  • Presentations in a wide variety of situations, on a variety of topics.
  • Relationship development/maintenance.
  • Internal communications.
  • Fluency in English & Arabic both verbal and written.
• Understanding and living Core Values:
  • Bold.
  • Passionate.
  • Togetherness.