Receptionist/Telephonist- job post Sainaatech IT Solutions LLP Cuttack, Orissa

New job Receptionist/Telephonist – Sainaatech IT Solutions LLP, Cuttack, Odisha

Position Overview:

Sainaatech IT Solutions LLP, a leading IT services provider in Cuttack, Odisha, is seeking a motivated and dynamic individual for the position of Receptionist/Telephonist. This role is crucial for maintaining an organized, efficient, and welcoming front office environment while managing incoming and outgoing calls with professionalism and accuracy. The ideal candidate will serve as the first point of contact for clients, vendors, and visitors, ensuring that their experience at Sainaatech is positive and professional.

As a Receptionist/Telephonist, you will be responsible for performing a variety of administrative tasks that support the overall functioning of the office. Your responsibilities will include greeting visitors, answering telephone calls, managing emails, scheduling appointments, and assisting in various administrative tasks. The individual must exhibit a professional demeanor, possess excellent communication skills, and have the ability to multitask in a fast-paced environment. With a customer-focused approach and the ability to work well in a team, the Receptionist/Telephonist will play an essential role in maintaining the smooth operation of Sainaatech’s day-to-day activities. Also read

Key Responsibilities:

1. Visitor and Client Management:

• Greet all visitors and clients upon arrival with a warm and professional demeanor, ensuring they feel welcome and well-directed.
• Manage the visitor logbook, keeping accurate records of all incoming visitors, including their details, the purpose of the visit, and time of arrival and departure.
• Direct visitors to the appropriate staff members or departments, ensuring they are escorted or guided properly to their meetings or appointments.
• Ensure the reception area is clean, organized, and presentable at all times, creating a positive first impression for anyone visiting the office.
• Respond to inquiries from visitors, providing accurate information about the company’s services, office hours, and other general questions.

1. Telephone Operations:

• Answer incoming phone calls in a professional, friendly manner, and direct them to the appropriate staff or department.
• Handle multiple lines efficiently, ensuring that no calls are missed, and important messages are properly documented.
• Take accurate and detailed messages for staff members when they are unavailable and ensure timely delivery of the messages either through email, phone, or in person.
• Make outbound calls as required, assisting with appointment reminders, client follow-ups, or providing information to clients and business partners.
• Screen and prioritize calls, ensuring that urgent calls are routed to the appropriate staff members without delay.

1. Appointment Scheduling and Coordination:

• Schedule appointments and meetings for staff, ensuring all scheduling is done in an organized manner.
• Maintain a master calendar of appointments for key staff members and ensure that they are reminded of upcoming meetings or calls.
• Coordinate meeting room bookings and ensure that meeting spaces are prepared and available at the scheduled time.
• Assist in organizing virtual meetings through teleconferencing or video conferencing platforms, ensuring that all necessary technical requirements are in place.

1. Administrative Support:

• Provide administrative support to different departments, assisting in tasks such as preparing documents, filing, scanning, and organizing paperwork.
• Manage incoming and outgoing mail and courier services, ensuring that documents and packages are delivered promptly and to the correct recipient.
• Handle email correspondence, responding to general inquiries or forwarding important emails to relevant staff.
• Ensure the timely distribution of company memos, notices, and other internal communications.
• Assist with the preparation of reports, presentations, and documentation as required by different teams.

1. Customer Service and Client Relations:

• Serve as a customer service representative, addressing any concerns or questions that clients may have when visiting or calling the office.
• Provide information to clients and prospective clients about Sainaatech’s services and solutions, helping to promote the company’s offerings.
• Ensure that all client interactions are conducted with a high level of professionalism and politeness, fostering positive relationships between the company and its clients.
• Assist in gathering feedback from visitors or clients, and relay important information back to the management team for review.

1. Office Management and Organization:

• Maintain an inventory of office supplies, ensuring that essential items such as stationery, printer ink, and paper are stocked at all times.
• Coordinate with external vendors for office supplies, repairs, or other office maintenance tasks.
• Ensure that office equipment, such as printers, fax machines, and computers, are in working order and report any issues to the IT or maintenance team for prompt resolution.
• Organize and maintain filing systems, both electronic and physical, ensuring that important documents are easily accessible to authorized personnel.

1. Confidentiality and Professionalism:

• Handle sensitive information, such as client details, company documents, and internal communications, with strict confidentiality and discretion.
• Adhere to company policies regarding data protection and privacy, ensuring that confidential information is not disclosed to unauthorized individuals.
• Maintain a professional appearance and demeanor at all times, representing Sainaatech’s corporate values and commitment to excellence.

1. Coordination with Teams and Management:

• Work closely with various departments to ensure that administrative and operational needs are met.
• Assist the HR department in scheduling interviews, onboarding new employees, and ensuring that all necessary paperwork is completed.
• Act as a point of contact for various external stakeholders, ensuring that communication between clients, partners, and the company is smooth and effective.
• Support the management team with any additional tasks or projects that may arise, providing administrative assistance as needed.

Qualifications and Skills:

Qualifications and Skills	Details
Education	A high school diploma or equivalent is required. A degree or diploma in office management, communication, or a related field is a plus.
Experience	Prior experience as a receptionist, telephonist, or administrative assistant in a corporate environment is preferred.
Communication Skills	Excellent verbal and written communication skills in English, Hindi, and Odia. Ability to interact professionally with clients, staff, and visitors.
Technical Skills	Proficiency in using multi-line phone systems, computers, and office software, including MS Office and email management.
Customer Service Skills	Strong interpersonal skills with a customer-first approach. Ability to handle client inquiries and resolve issues with patience and professionalism.
Organizational Skills	Exceptional organizational abilities, with the capacity to manage appointments, phone calls, and office tasks efficiently.
Multitasking Abilities	Ability to prioritize tasks, handle multiple phone lines, and manage administrative duties simultaneously in a fast-paced environment.
Teamwork Skills	Willingness to collaborate with various teams and provide support where needed, ensuring the smooth functioning of office operations.
Attention to Detail	A keen eye for detail in managing phone calls, messages, and appointments to ensure accuracy and timeliness.
Flexibility and Adaptability	Ability to adapt to changing situations, such as shifting priorities, urgent calls, or unexpected visitors, while maintaining a calm and organized approach.

Work Environment and Schedule

The Receptionist/Telephonist will be based at the front desk of Sainaatech IT Solutions LLP in Cuttack, Odisha. The position involves working in a busy and dynamic office environment where multitasking and customer service skills are essential. The role typically involves an 8-hour workday, Monday through Saturday, with occasional flexibility required during peak business hours or for special company events.

Compensation and Benefits

The selected candidate will be offered a competitive salary based on qualifications and experience. Sainaatech IT Solutions LLP also provides benefits such as medical insurance, paid time off, and opportunities for career development and growth within the company.

Career Growth Opportunities

This role offers the potential for professional growth within the organization. With experience, the Receptionist/Telephonist may advance to more senior administrative roles, such as Office Manager, Executive Assistant, or Client Relations Coordinator, depending on their performance and career aspirations.

How to Apply

Interested candidates can apply by submitting their updated resume along with a cover letter detailing their qualifications and relevant experience. Applications should be sent to Sainaatech IT Solutions LLP’s HR department, either via email or in person at the company’s office.

Conclusion

The position of Receptionist/Telephonist at Sainaatech IT Solutions LLP offers a rewarding opportunity for an individual to play a key role in the company’s administrative and client-facing operations. With excellent organizational, communication, and customer service skills, the successful candidate will contribute to maintaining the company’s professional image while ensuring smooth and efficient day-to-day operations.

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