Receptionist Job at Stratostaff

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Role Purpose

The Executive Receptionist will provide professional and efficient front-office support at the Bank’s Head Office. The position serves as the first point of contact for visitors, customers, and stakeholders, ensuring effective visitor management, excellent service, professional communication, and adherence to security, confidentiality, and operational procedures. The role also supports the Bank’s corporate image by maintaining a welcoming and well-organized reception environment.

Duties and Responsibilities

Executive Reception Management

• Maintain the executive reception area in a professional, organized, and welcoming condition at all times.

• Provide relief support to other reception areas when required.

• Receive and professionally welcome executive guests, directors, senior management, regulators, customers, and other high-profile visitors.

• Screen visitors and direct them to the appropriate individuals while observing access control procedures.

• Register visitors in accordance with the Bank’s security and visitor management requirements.

• Coordinate waiting arrangements and provide suitable hospitality to visitors.

Telephone and Communication Management

• Receive, screen, and direct telephone calls to the executive office appropriately.

• Respond to routine enquiries professionally while protecting confidential information.

• Take accurate messages and promptly escalate urgent matters.

• Manage general correspondence received by the executive office.

Diary and Appointment Support

• Assist with coordinating appointments and meetings involving senior executives.

• Schedule visitor appointments and ensure meeting rooms are available and appropriately prepared.

• Confirm appointments and communicate any changes in a timely manner.

• Support the coordination of executive schedules when required.

Executive Office Administration

• Provide administrative assistance including photocopying, scanning, filing, and document preparation.

• Maintain accurate visitor records, correspondence, and other administrative documentation.

• Assist with meeting materials, refreshments, and other requirements for executive meetings.

• Coordinate documents coming into and leaving the executive office.

• Provide support with travel, meetings, and event arrangements as assigned.

Confidentiality and Information Management

• Maintain strict confidentiality when handling information accessed through the executive office.

• Handle sensitive documents and correspondence with discretion.

• Ensure confidential records are properly stored, distributed, and disposed of.

• Comply with the Bank’s information security, data protection, and confidentiality requirements.

Customer and Stakeholder Service

• Deliver high-quality service to internal and external stakeholders visiting the executive office.

• Respond to enquiries professionally and ensure visitors receive appropriate and timely assistance.

• Promote a positive image of the Bank through professional conduct, communication, and appearance.

• Refer sensitive or complex issues to the relevant executive or department.

Coordination and Liaison

• Work closely with Security, Facilities, Administration, Executive Assistants, and other departments to support smooth executive office operations.

• Coordinate visits by executives, official delegations, and other important stakeholders.

• Assist with arrangements for Board meetings, management meetings, and other high-level engagements.

• Support corporate functions, executive engagements, and official visits as required.

Requirements

• Degree or Diploma in Front Office Operations, Hospitality Management, Business Administration, Customer Service, or a related field.

• At least 5 years of experience in reception, customer service, or front-office administration, preferably within a bank or financial institution and in an executive office environment.

• Good understanding of office administration and customer service practices.

• Experience dealing with customers and visitors in a professional setting is desirable.

• Additional training in customer service, office administration, or telephone etiquette is an advantage.

• Proficiency in Microsoft Office applications and basic office systems.

Key Behaviour Indicators

• Entrepreneurship: Takes responsibility for executing business opportunities while considering the potential consequences.

• Innovation: Develops and implements new or advanced programs and processes.

• Customer Centricity: Supports the implementation of processes, procedures, and initiatives that promote excellent customer service experiences.

• Problem Solving: Develops and implements internal systems to address workplace challenges and make effective use of available opportunities.

• Developing Others: Communicates performance expectations, identifies skill gaps, supports employee development, and promotes training and coaching initiatives.

Key Competencies

• Excellent communication and interpersonal abilities.

• Professionalism and confidence when interacting in an executive environment.

• High standards of confidentiality and integrity.

• Strong attention to detail.

• Excellent organizational and time-management skills.

• Ability to remain composed when working under pressure.

• Sound judgment and discretion.

• Strong customer-service orientation.

• Confidence when interacting with senior executives and high-profile stakeholders.

Application

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