Front Desk – Receptionist

Front Desk – Receptionist

Job Title

Front Desk – Receptionist


Department:                             –

Reports to:                                College Administrator.

Weekly working hours:          40 hr/wk

Location:                                    Canadian Institute of Technology, Xhanfize Keko Street, No. 12, Tirana, Albania.

Job Description Summary

The Canadian Institute of Technology Front Desk Receptionist is responsible for the management of the front desk on a daily basis and to perform a variety of supporting administrative and office tasks.

As a Receptionist, he will be the first point of contact for our institution. The Receptionist’s duties include offering administrative support across the institution, welcoming guests and greeting people who visit the institution, also coordinate front-desk activities, including distributing correspondence and redirecting phone calls.

To be successful as a Receptionist, she should have a pleasant personality, as this is also a customer service role, should also be able to deal with emergencies in a timely and effective manner, while streamlining office operations. Multitasking is essential for this position. This role may require working in shifts, so flexibility is a plus.

Ultimately, a Receptionist’s duties and responsibilities are to ensure the front desk welcomes guests positively, and executes all administrative tasks to the highest quality standards.

Job Description

DUTIES AND RESPONSIBILITIES:

  • Receives visitors at the front desk by greeting, welcoming, directing to the appropriate person and announcing them appropriately.
  • Answers screens and forwards incoming phone calls.
  • Receives, sorts and distributes daily mail/deliveries, administers also the institutional info mail address.
  • Is responsible for maintaining a quiet environment at the entrance/hall of the institution. 
  • Provide basic and accurate information in-person and via phone/email.
  • Helping and instructing staff members with the check-in process.
  • Ensure reception area is tidy and presentable, with all necessary stationery and material (e.g. pens, forms and brochures).
  • Contribute in maintain security by following safety procedures and controlling access via the reception desk (monitor).
  • Notifies the Head of Human Resources for every problem and keep him informed about every situation.
  • Helps the departments performing quick tasks as assigned.
  • Checks all premises when arrives and leaves the institution.
  • Records the movements of teachers, especially the part timers.
  • Keeps the offices and classes keys, is responsible and prevents unauthorized entrances on them.
  • Update calendars and schedule meetings if required.
  • Perform other clerical receptionist duties such as filing, photocopying, transcribing etc.
  • Maintains the air conditioning in an appropriate temperature.
  • Informs the staff in case they may be required on the phone.
  • Performs other duties as assigned.

KNOWLEDGE, SKILLS AND ABILITIES:

–  Experience as a Receptionist, Front Desk Representative or similar role.

–  Proficiency in Microsoft Office.

–  Hands-on experience with office equipment (e.g. copies machines and printers).

–  Professional attitude and appearance.

–  Solid written and verbal communication skills in Albanian and English.

–  Ability to be resourceful and proactive when issues arise.

–  Excellent organizational skills.

–  Multitasking and time-management skills, with the ability to prioritize tasks.

–  Customer service attitude.

–  High school degree and proven work ethic to handle busy work cycles that include evenings and weekends.

Minimum qualifications:

  • The minimum a High School Degree, bachelor or master student from the institution is a plus.
  • At least one year of similar or other administrative experience at the level of assistant.

Normal work schedule: The normal work schedule is from Monday to Friday, 15:00 p.m.-21:00 p.m., and Saturday from 08.00 a.m.-16:00 p.m./ occasional overtime (weekends and evenings) may be required, preferred available for the first schedule.

APPLICATION DEADLINE DATE: The application will be open until filled.

APPLICATION PROCESS: All Applicants are required to submit the following in PDF format at [email protected], witting on the subject their name and the position they are applying for:

  • Cover letter and Curriculum Vitae
  • List of at least 2 professional references (names and contact information)
  • An unofficial copy of the degree/transcript is acceptable during the application process.