Receptionist/Administrative Assistant

Role:

We are seeking a proactive, organized, and customer-focused receptionist/administrative assistant to join our travel agency company. As the first point of contact for our clients, you will play a crucial role in providing exceptional customer service and administrative support. Your responsibilities will include managing the front desk, answering phone calls and emails, handling inquiries, coordinating appointments, maintaining office supplies, and performing various administrative tasks to ensure the smooth operation of our agency.

Responsibilities:

  • Greet and welcome clients and visitors with a friendly and professional demeanor.
  • Manage the front desk, including answering phone calls, and emails, and directing inquiries to the appropriate person or department.
  • Provide accurate information about our travel services, itineraries, and packages to clients.
  • Schedule and coordinate appointments, meetings, and conference calls.
  • Maintain office cleanliness and organization, including the reception area and common spaces.
  • Order and manage office supplies and ensure stock levels are adequate.
  • Assist in the preparation and dissemination of internal communications, such as memos and newsletters.
  • Prepare and maintain travel brochures, promotional materials, and other documentation.
  • Handle incoming and outgoing mail and shipments.
  • Collect and distribute packages or mail to staff members.
  • Assist in the coordination and execution of travel arrangements for clients and staff.
  • Take minutes during meetings and distribute them to relevant parties.
  • Maintain accurate records and files, ensuring confidentiality when required.
  • Assist in the coordination of company events, such as conferences and team-building activities.
  • Perform general administrative tasks, such as data entry, scanning, printing, and filing.

Requirements:

  • Proven experience as a receptionist, administrative assistant, or similar role.
  • Exceptional customer service and communication skills, with a friendly and professional phone and email etiquette.
  • Proficiency in using office equipment, such as printers, scanners, and telephone systems.
  • Strong organizational skills and the ability to multitask effectively.
  • Excellent time management skills, with the ability to prioritize tasks and meet deadlines.
  • Attention to detail and accuracy in all administrative duties.
  • Proficient computer skills (MS Office Suite, email, internet research, etc.).
  • Ability to handle confidential information with discretion.
  • Problem-solving and decision-making skills.
  • Flexibility and adaptability to changing priorities and work demands.
  • Ability to work independently with minimal supervision.
  • Knowledge of travel industry terminology, procedures, and systems (desirable but not required).

If you are a highly motivated individual with a passion for providing exceptional customer service and administrative support in the travel industry, we encourage you to apply for this rewarding position.

Skills:

  • Excellent customer service and communication skills.
  • Strong organizational and multitasking abilities.
  • Proficiency in using office equipment and software.
  • Time management and prioritization skills.
  • Attention to detail and accuracy.
  • Proficient computer skills.
  • Ability to handle confidential information.
  • Problem-solving and decision-making abilities.
  • Flexibility and adaptability.
  • Independence and self-motivation.

Note: This job description is intended to convey information essential to understanding the scope of the receptionist/administrative assistant position at Ed’s and Lubs Travel Agency Company and is not exhaustive. Other duties may be assigned based on business needs.

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