Job Summary
The Community Development Foundation ("Foundation") is a society formed and registered under "The Societies Registration Act, 1860"
Mainly activities of the Foundation are to operate as a Charitable and Not for Profit Organization to provide social governance, administration, guidance, supervision and coordination of activities and to develop, promote the well-being of community including social welfare development, promotion and advancement of education, youth empowerment, provision of health care and medical facilities which encompass establishing, maintaining, running, operating, managing administrating and supporting of educational institutions, medical clinic, mental health, medical camps, libraries and reading rooms, retirement homes etc. for the benefit of humanity at large and the community in particular.
Role and Responsibilities
Reception & Front Desk Management
- Welcome and assist visitors, guests, and clients in a courteous and professional manner.
- Manage incoming telephone calls, emails, and general inquiries, directing them to the appropriate staff members.
- Maintain the visitor register and ensure visitor access protocols are followed.
- Coordinate meeting room bookings and prepare meeting spaces when required.
- Receive, record, and distribute incoming mail, courier deliveries, and official correspondence.
Administrative Support
- Provide administrative support to various departments as required.
- Prepare letters, reports, meeting minutes, presentations, and other official documents.
- Maintain proper filing systems (physical and electronic) for administrative records.
- Assist in organizing meetings, workshops, and events.
- Ensure office documents are properly archived and easily retrievable.
Office Administration
- Monitor office supplies and initiate procurement requests before stock depletion.
- Coordinate with vendors for office maintenance, repairs, and utility services.
- Ensure office equipment such as printers, photocopiers, and telephones remain operational.
- Maintain cleanliness and organization of the reception and common office areas.
- Support asset inventory management and maintain updated administrative records.
Logistics & Coordination
- Coordinate courier services and document dispatch.
- Assist in travel arrangements, hotel bookings, and transportation for staff and visitors when required.
- Coordinate refreshments for meetings and official events.
- Follow up with service providers for timely delivery of administrative services.
Record Keeping
- Maintain attendance records for visitors where applicable.
- Update administrative databases and contact directories.
- Ensure confidentiality of organizational information and records.
Compliance
- Adhere to organizational policies, procedures, and administrative standards.
- Ensure compliance with health, safety, and security procedures at the reception area.
- Perform other administrative duties assigned by the supervisor.
Required Skills
Qualification
- Bachelor's degree in Business Administration, Management, Commerce, or a related discipline.
Experience
- Minimum 2 years of relevant experience in administration, office management, or reception.
- Experience in NGOs or development sector organizations will be an added advantage.
Required Skills
- Excellent communication and interpersonal skills.
- Professional telephone etiquette and customer service skills.
- Strong organizational and multitasking abilities.
- Proficiency in Microsoft Office (Word, Excel, PowerPoint, and Outlook).
- Good written and verbal English and Urdu communication skills.
- Ability to maintain confidentiality and professionalism.
- Strong time management and attention to detail.
- Ability to work independently and as part of a team.
Core Competencies
- Professionalism and integrity.
- Customer service orientation.
- Planning and organizing.
- Teamwork and collaboration.
- Problem-solving and initiative.
- Effective communication.
- Time management.
Working Relationships
- Internal: All departments and staff members.
- External: Visitors, vendors, courier services, consultants, and other stakeholders.
Performance Indicators
- Efficient management of front desk operations.
- Timely response to telephone and email inquiries.
- Accurate record keeping and filing.
- Availability of office supplies without interruption.
- Timely administrative support to departments.
- Professional handling of visitors and external stakeholders.
- Compliance with organizational administrative procedures.