► By maintaining an appointment calendar and using Outlook or the company specific portal for managing correspondence
► Calling the respective personnel for the meetings/appointments confirmation and reminding the management about them
► Organizing the meeting/conference halls while making sure everything required is functional for example the projector
► Communicating and adjusting any particulars about the meetings (e.g. time/date) with consultation of the management will be another integral part of meeting coordination.
It is not possible to answer everything every time. If I do not know the answer to something, I simply ask the customer or visitor to wait so I can find out and provide him with the correct answer. I see no shame in asking help for something I do not know.
Working as a receptionist, one encounters many difficult situations. I must admit that I have felt burnt out many times during my seven year long career. But this is inevitable and one gets used to it after a while. To handle this, I try not to look too much into the situation and start afresh the next day. It always works.
I maintain a diary to manage daily appointments, the executive's travel schedule, organizing of conferences and meetings. I keep the whole record on PC as well. I use calendars and put up reminders to keep myself organized.
I used copier, scanner and fax machines. I'm quite competent in MS Office suite and always willing to learn about new software. Being fully computer literate I offer a typing speed of about 60 words per minute with minimum errors.
No job comes without stress. If you are a good organizer and planner you can manage things in an efficient way minimizing the levels of stress. Whenever I faced a stressful event or day I became more resilient and better able to handle the same situation next time, which helped me in meeting the deadlines. To beat work stress I relax and recharge myself for over the weekends.
Yes, VOIC stands for Voice over Internet Protocol. It is an inexpensive way to make phone calls using the internet. EPABX is a business telephone multiline exchange system. I have used both these systems in my previous company.
I am more comfortable working with coworkers. I get along well with other team members. I have good leadership skills and am able to motivate others. Having great attention to detail I am good at implementing office policies and procedures to the book and guiding others in the same. On the other hand, when the need arises, I can deal with things independently equally well.
Key tasks of a Front Desk Officer include correspondence sorting, front desk handling and serving as a point of contact for incoming clients.
A receptionist gives out the first imprint of the company or organization so he or she should have a pleasant personality along with strong ability to deal with people from varied backgrounds in a polite and helpful manner. Time management and task prioritization are two core elements needed for the job. I have proficient organizational skills and I'm quite comfortable interacting with people. I also have good verbal and written communication skills which render me fit for this job.