Job Description

Title: Reception

Reporting to: Admin/Finance Assistant

Duty Station: CBP Field Office Attock

Unit: Operations

Section: Admin

Summary of Key Functions

The receptionist will manage front desk on a daily basis and to perform a variety of administrative and clerical task. The Receptionist will be the first point of contact for organization. His/her duties include offering administrative support across the organization, welcome guests and greet people who visit the office, and also coordinate front-desk activities, including distributing correspondence and redirecting phone calls.

Roles and Responsibilities

• Act as Receptionist/Clerk under the direct supervision of the Admin Officer and or Admin. Assistant.

• Ensures professional front office support for visitors/staff by greeting persons entering establishment, determine nature and purpose of visit, and direct or escort them to specific destinations.
• Operate telephone switchboard to answer, screen, or forward calls, providing information, taking messages, or scheduling appointments.
• Receives documents and after recording in register, disburse incoming mails and outgoing mails respectively or collect, sort, record, distribute, or prepare mail, messages, or courier deliveries and keep record of all the incoming and outgoing mails.
• Receives messages for staff absences and transfer as necessary
• Responsible for maintaining a clean, conducive and tidy reception area safe for staff and visitors
• Receives and records all internship and job applications including unsolicited ones and passes them on to Supervisor or operation section
• Manages filling for all documents going through the reception and ensures utmost confidentiality.
• Responsible for reception security and notifying Supervisor on any suspicions
• Ensures Inspire Pakistan's branding material is provided at the reception all the time and ensures their safety
• File and maintain all telephonic and dispatch records.
• Provide information about the establishment, such as the location of departments or offices, employees within the organisation, or services provided
• Perform data entry and filing activities,
• Perform other clerical receptionist duties such as filing, photocopying, and collating, faxing etc.

• Maintain a logbook of all incoming and outgoing telephone calls made through the telephone exchange.

• Perform any ad hoc duty assigned by the supervisor.