RECEPTIONIST

RECEPTIONIST 

JOB DESCRIPTION 

Section: Administration

Title of Post: Receptionist

Job location: Lilongwe-Head Office 

Contract: subject to extension based on performance 

Post Objective:
To manage the front desk and reception area, provide exceptional service to visitors and callers, and ensure efficient administrative support for the organization.

Immediate Supervisor: Operations & Administrative Support Coordinator

Key Tasks:

• Greet and welcome visitors as soon as they arrive at the office and direct them to the appropriate person or department.
• Answer, screen, and forward incoming phone calls while providing accurate information when required.
• Maintain the reception area’s cleanliness and ensure all resources (brochures, informational materials, etc.) are readily available.
• Manage the scheduling of meeting rooms and coordinate with relevant teams to prepare meeting spaces as required.
• Handle incoming and outgoing correspondence, including mail, packages, and deliveries.
• Assist in planning and organizing company events, meetings, and conferences.
• Provide general administrative and clerical support, including data entry, photocopying, filing, and maintaining office records.
• Monitor office supplies and place orders when necessary to ensure efficient functioning of the office.
• Assist with onboarding new employees by preparing workspaces and providing introductory information.
• Handle sensitive information in a confidential manner and uphold the highest standards of professionalism.
• Support HR and finance teams with basic tasks, such as preparing documents and updating personnel or finance records.

Receptionist Requirements:

• Bachelor’s degree in Business Administration or equivalent; additional certification in Office Administration or related field is a plus.
• Minimum of 4 years years of experience working as receptionist or office Administrator or Front Office Administrator/Manager.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
• Hands-on experience with office equipment, such as printers and fax machines.
• Excellent written and verbal communication skills.
• Strong organizational skills and the ability to manage multiple tasks simultaneously.
• Professional attitude and appearance.
• Customer service-oriented with a positive, proactive approach to addressing needs.
• Ability to maintain a high level of integrity and discretion when handling confidential information.

Special Features of the Job:

• Direct engagement with visitors and clients, ensuring a positive first impression of the company.
• Coordination and support for various office functions and administrative processes.
• Flexibility to assist with diverse administrative tasks, depending on business needs.

Competencies and Skills Required:

• Strong interpersonal and communication skills.
• High attention to detail and problem-solving abilities.
• Ability to work independently as well as part of a team.
• Ability to prioritize tasks and manage time effectively.
• Discretion and tact in handling sensitive and confidential information.

Personal Attributes Required for Appointment:

• Highly organized and efficient.
• Courteous and professional demeanor.
• Reliable and trustworthy.
• Adaptable to change and able to learn quickly.
• Positive attitude and willingness to take on new challenges.

How to apply: Send application letter and cv to peter.bauleni@astrialearning.com and copy frank@astrialearning.com

Deadline:  10th Dec 2025 (Needed as soon as possible)