Position Purpose:

• Greeting and welcoming guests as they approach the front desk


• Answering questions and addressing complaints


• Record keeping of data e.g. complaints, daily users, repair and maintenance, log maintenance of issued equipment and management of lockers etc.


• Data compilation, communication of the alumni, faculty and staff membership /payments etc.

Main Responsibilities

• Greet and welcome guests


• Should be able to deal with complaints and give accurate information.


• Keep front desk tidy and presentable with all necessary material (pens, forms, paper etc.)

Answering Queries

• Answer questions and address complaints


• Answer all incoming calls and redirect them or keep messages

Record keeping, monitoring and reporting

• Maintain the record of regular users.


• Responsible to monitor input and output of regular users and responsible for not leaving the reception counter un-attended.


• Maintain the key box of lockers, rooms, squash courts, etc. (All keys must be numbered and must be readily available on demand of for authorized only).


• Accountable for maintaining the reception inventory and keeping the record up to date on daily basis. 


• Report writting on a monthly basis to the sports officer of the current composition of the inventory along with proof of the correct usage of inventory items.


• Issuance of equipment as categorized in two i.e. for general users and for SLUMS players in accordance with recommended procedure. Registering the entries for general users and a record of forms signed by SLUMS Players in an updated file;


• During the change of duty hours, proper handing over of inventories and issued items shall be submitted in writing on a daily basis.


• Submit report on turnover of users in writing to HOD – SWR.


• Report any unusual incident, misconduct  or unethical act by any user to the Sports Supervisor urgently;


• Maintain a separate record and attend all calls received with regard to LUMS EMS;


• An emergency report chart will be displayed inside the LUMS EMS Office / Reception and it will be the duty of the receptionist to follow the guidelines presented on the chart concerning how to respond in case of emergency;

Others

• Receive letters, packages etc. and distribute them


• Prepare outgoing mail by drafting correspondence, securing parcels etc.


• Check, sort and forward emails


• Monitor office supplies and place orders when necessary


• Strict monitoring of users at front desk office


• Attend all calls and keep the incoming call record on log book daily basis.


• Responsible to facilitate users by providing equipment and keep the record on register/electronic system.


• Maintain proper dress code in accordance with the job prescription as well as promote healthy communication / relationship with users.


• In case of receiving any emergency call, the receptionist will call LUMS EMS members in order of priority predetermined. It is his/her duty to ensure that LUMS EMS personnel are informed immediately.

Note: All these duties of LUMS EMS will be binding on the receptionist only when LUMS EMS personnel are not present in the LUMS EMS Office.

Work Schedule

• Official duty day will be six working days Monday to Saturday or Sunday. One day will be off in a week.


• Business hours often extend into the evenings and weekends to accommodate the needs of current workloads and event schedules. 


• Flexibility & commitment is a must.

Skills:

• Congenial public relations


• General office skills; typing 30 to 35 words per minutes


• Excellent organizational skills


• Telephone etiquette and extensive background in multi-line telephone system required.


• Word processing and computer related experience preferred.


• Ability to handle multiple tasks and problem solve under high pressure is required


• Observe discretion and confidentiality

Behavior

• Accommodative


• Friendly


• Reliable


• Flexible


• Enthusiastic / Motivated

Knowledge:

• Knowledge on a range of administrative/secretarial procedures


• Knowledge of Microsoft Access, Excel, Outlook, PowerPoint and Word