Receptionist- Karachi

Pakistan Centre for Philanthropy; Karachi Division; On-site; PKR 279,000 - 424,000; Full time

Job summary

Inspire Pakistan is seeking an Admin/Finance Assistant to join the Operations unit as Receptionist. You will be the first point of contact for visitors, manage front desk, handle calls, and ensure orderly, secure office entry in line with organisational standards.

The role requires good communication, basic MS Office skills, and the ability to work in a fast-paced environment while maintaining confidentiality and professionalism.

Qualifications

• Bachelor’s degree in Business Admin, Social Sciences, or related field.
• 1–3 years in reception/front desk/administrative roles.
• Strong communication and interpersonal skills.
• Proficiency in MS Office and email handling.
• Ability to maintain confidentiality.
• Professional, courteous conduct.
• Ability to work in a structured, fast-paced environment.
• Adherence to policies and codes of conduct.

Responsibilities

• Front Desk & Visitor Management: greet and guide visitors.
• Operate telephone system and forward calls.
• Handle mail, dispatch, and record keeping.
• Provide clerical support and filing.
• Coordinate meetings and appointments.
• Receive and record internship and job applications.
• Maintain confidentiality and branding at reception.

Skills

Communication skills

MS Office

Interpersonal skills

Confidentiality

Education

Bachelor’s degree in Business Administration or related field

Tools

MS Office

Job description

Inspire Pakistan is a non-governmental, non-profit organisation implementing community-based and rights-focused programmes in partnership with donors, government counterparts, and other stakeholders. Its work focuses on supporting vulnerable and at-risk communities through accountable, inclusive, and ethical service delivery, with a strong emphasis on human rights interventions, including but not limited to Protection, Education, GBV and MHPSS.

Job Title

Reporting to or/supervised by

Admin/Finance Assistant

Unit

Operations

Section

Administration

Purpose

The Receptionist is responsible for managing front desk operations and providing administrative and clerical support to ensure smooth day-to-day functioning of the office. The role serves as the first point of contact for visitors and stakeholders, ensuring professional communication, organised record keeping, and effective coordination of reception-related activities in line with organisational standards.

Key Responsibilities

• Front Desk & Visitor Management
• Serve as the first point of contact for visitors, staff, and external stakeholders.
• Greet visitors professionally, determine the purpose of visit, and direct or escort them to the appropriate staff or office.
• Ensure visitor access is managed in line with organisational procedures and basic security protocols.
• Maintain a clean, organised, and professional reception area at all times.
• Operate telephone systems to receive, screen, and forward calls.
• Provide basic information or take accurate messages where required.
• Maintain logbook of incoming and outgoing telephone calls where applicable.
• Ensure timely communication of messages to relevant staff members.
• Mail, Dispatch & Record Management
• Receive, record, sort, and distribute incoming and outgoing mail, courier, and official correspondence.
• Maintain proper registers for dispatch, courier, and document movement.
• Ensure accurate documentation and tracking of all incoming and outgoing communications.
• Administrative & Clerical Support
• Perform basic administrative tasks including filing, photocopying, document handling, and data entry.
• Maintain organised filing systems for documents processed through reception.
• Assist administrative staff in routine office support tasks as required.
• Coordination & Office Support
• Provide information about office structure, departments, and staff when required.
• Support coordination of meetings by informing staff of visitor arrivals and appointments.
• Receive and record internship and job applications and forward them to the relevant unit.
• Ensure availability and proper display of organisational materials and branding at the reception area.
• Confidentiality, Safety & Conduct
• Maintain confidentiality of organisational records, communications, and visitor information.
• Observe and report any unusual or suspicious activity to the supervisor.
• Ensure respectful, professional, and non-discriminatory interaction with all visitors and staff.
• Adhere to organisational policies including Code of Conduct, safeguarding, PSEAH, confidentiality, and Do No Harm principles.

Other Duties

• Perform any other duties related to reception, administrative support, or organisational priorities as assigned by the supervisor.

Qualifications & Experience

• Preferably Bachelor’s degree in Business Administration, Social Sciences, or a related field; relevant experience may be considered in lieu of formal education.
• Minimum 1–3 years of experience in reception, front desk, or administrative support roles. Experience may be from development, corporate, or service environments.
• Strong communication and interpersonal skills.
• Basic computer proficiency including MS Office and email handling.
• Ability to maintain confidentiality and handle sensitive situations professionally.
• Professional conduct and courteous behaviour.
• Ability to work in a structured and fast-paced environment.
• The position is subject to and governed by the organisation’s policies, procedures, codes of conduct and ethical standards.
• All staff are required to comply with all applicable policies at all times as a condition of employment.