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Office Assistant / Receptionist

--Fortek Pvt Ltd.--

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Job Description:

The receptionist at loomnest co-working space is responsible for creating a welcoming and professional environment for members and visitors. The receptionist will be the first point of contact for visitors, handle inquiries via phone, email or in-person, provide tours of the facility, and manage bookings for meeting rooms, & events perform administrative tasks.

Type of Position: Full time


Position Structure:

Department:
Administration

Line Manager:
Shams Khan

Stream:
Admin. and Customer Service


Job Requirements


  • Skills & Tools:

    • Bachelor’s Degree 

    • Strong organizational & administrative skills.

    • Excellent customer service and communication skills

    • Professional appearance and demeanor

    • Knowledge of basic office software (e.g., Microsoft Office)

    • Critical & analytical thinking, attention to detail and ability to follow through on tasks.

    • Ability to multi-task and work in a fast-paced environment

    • Ability to work independently as well as part of a team.


    Job Experience Required:
    • Experience in a receptionist or customer service role preferred.

Duties & Responsibilities

  • The receptionist at loomnest is responsible for creating a welcoming and professional environment for members and visitors. The receptionist will be the first point of contact for visitors, handle inquiries via phone, email or in-person, provide tours of the facility, and manage bookings for meeting rooms and events and perform administrative tasks.


    • Greet and welcome members and visitors in a friendly and professional manner.

    • Answer inquiries via phone, email or in-person regarding the facility and services offered.

    • Provide tours of the facility to potential new members and visitors.

    • Handle bookings for meeting rooms, event spaces and equipment rentals.

    • Maintain the reception area and ensure it is clean and organized at all times.

    • Manage incoming and outgoing mail, packages and deliveries.

    • Assist with coordinating events and workshops hosted by the coworking space

    • Handle member inquiries and resolve any issues that arise.

    • Provide general administrative support to the management team as needed.

    • Maintain and update member and visitor records in the system.

    • Handle membership applications, billing and ensure timely payment collection.

    • Communicate effectively with members, visitors and team members.

    • Maintain a positive and professional attitude at all times.

    • Flexibility to work occasional evenings or weekends as needed


    Position Budget: 30-45k + standard company benefits like Medical, Paid Leave Quotas, etc. 

Reporting Responsibilities (Daily, Weekly & Monthly)

  • Daily Reporting:
    Office Boy & Cleaner’s supervision, maintain visitor’s database & share with Community Manager, Monitor office supplies and place orders when necessary.

    Weekly Reporting:
    Create and distribute weekly meeting agendas and minutes
    Weekly inventory of office supplies
    Prepare and submit weekly expense reports
    Review and reconcile weekly invoices and bills

    Monthly Reporting:
    Prepare and submit monthly reports on office expenses and budget.
    Assist in organizing and coordinating company events
    Conduct monthly inventory of office equipment and supplies.
    Assist in monthly billing and invoicing, utility bills payment follow up etc.
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