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Receptionists are usually the very first point of contact with whom clients and employees will be interacting when contacting an organization.

Their main duty is to greet visitors and show them to the person best suited to assist them. They also address clients and employees' phone and in-person inquiries, schedule and confirm appointments, and answer information requests.
In some cases, especially in smaller companies, the Receptionist's tasks may overlap with those of the Administrative Assistant, which is why they may also take care of some Human Resources tasks (e.g. accounting and logistics).

Here's a non-exhaustive list of common
tasks Receptionists are required to complete.

In some cases, ensuring the workplace is opened and closed appropriately and roviding clerical and administrative support to various teams, when required.
  • Creating a welcoming environment, greeting, informing, and directing visitors and employees in a warm, courteous, and professional manner:
  • Maintaining front desk security and security access lists, keeping track of incoming and outgoing visitors, and reporting any suspicious activity to the security staff; and answering questions, addressing complaints, and/or directing people to appropriate parties/resources.
  • Handling all incoming and outgoing mail, calls, emails, and faxes:
  • Answering all incoming calls, emails, and in-person inquiries and forwarding them to the appropriate parties;
  • Writing down and forwarding messages;
  • Receiving, sorting, and distributing mail; and
  • Coordinating messenger and courier services.
  • Drafting and distributing office memos and correspondence to inform employees and clients
In some cases, promoting the company's services and/or products.
  • Scheduling and tracking appointments using specialized software and tools:
  • Coordinating meeting room schedules and bookings.
  • Updating and maintaining contact lists.
  • Filing and organizing paper and electronic documents, such as emails, invoices, reports, and other administrative records.
  • Assisting with data entry and database maintenance, as well as invoicing and bookkeeping:
  • Receiving and recording payments; and
  • Creating and keeping track of invoices, issuing receipts when required.
  • Ensuring reception and other common areas are clean and organized:
  • Arranging for repair and maintenance of office equipment; and
  • Ordering missing supplies and maintaining inventory, replacing materials and equipment as needed or instructed.

Why you need to outsource it to us.

Samurai Force Outsourcing Services (SFOS) can offer you support in all of the above, for a regular role or a task by task basis or for your own virtual assistant services. We have supported businesses with accounting, bookkeeping, finance, online marketing, investments, and offshore teams. We have teams of staff in Malaysia ready to help, with proven processes that we can roll out quickly to get you started. We support you every step of the way, with transparent pricing, templates to gather essential information for your systems- whether it be bookkeeping, blogs, campaigns, etc. We have hundreds of one-pager guides across all aspects of the business to keep you on track with what you need to do – under the latest requirements.
Why not start small, our outsourcing model works for single tasks and individual roles – we help you create the processes, your staff will work under your supervision with our support structures in Malaysia and Australia. We recommend every small business should have a receptionist/Administrator. So call us now, and join the hundreds that are using outsourcing to stay in business and get ahead.