1. How would you coordinate meetings?

► 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.

2. What you do when you are asked question by a customer or a visitor that you have no answer for?

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.

3. Have you ever come across an extremely stressful situation and felt burnt out? What do you do?

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.

4. How do you keep your daily schedule organized?

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.

5. What type of hardware and software have you used in your previous office?

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.

6. How can you handle stressful weekdays and situations or customers that caused you stress?

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.

7. Are you familiar with the VOIP and EPABX?

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.

8. Do you feel comfortable in working alone or in a team environment?

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.

9. What do you think are the basic tasks of an office Front Desk Officer?

Key tasks of a Front Desk Officer include correspondence sorting, front desk handling and serving as a point of contact for incoming clients.

10. What traits should a receptionist possess and what makes you suitable for this job?

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.

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