Job Description
“Managing Incoming Calls”
1. On arrival to ensure that telephone exchange is in proper working order. Incase of any problem it will be immediately reported to Admin Officer
2. Action on incoming calls
a. The moment indication of incoming call is received the operator shall attend the call uttering following words: “Good Morning/Afternoon this is ABM Data Systems (Pvt.) Ltd.”
b. Having said this caller would now ask for either extension no. or by name of person whom he/she wishes to talk. The operator shall ask the caller “ please hold the line sir, I am connecting you”
c. Now the operator shall ring the desired number incase of no response, shall ring the second nearest extension no. and ask for the person called. Having brought the individual on line. She will inform the caller “Sir baat karein”
d. Incase there s no response or the person whom the caller wants to talk is not present she will inform the caller that Mr. X is not present would you like to drop any message. Incase of affirmation the telephone operator will make entries in the message slip by noting down following:
i. Name of the caller
ii. His/her Telephone number
iii. Name of the Company
iv. Time/date
v. Contents of the message
vi. Called party particulars
3. Having filled the slip it will immediately be sent in the respective section for the information of person called
4. Incase the caller refuses to give his telephone number or company name the operator should not insist and just take down his name. while making message slip for the called person the telephone operator must write in the slips that caller refused to give his details except his name
“Managing Outgoing Calls”
5. All outgoing calls should be entered in the register provided for this job
6. While connecting calls to various employees principle of seniority will be followed
7. While connecting outgoing calls same procedure will be followed as for incoming calls expect that no message slip will be made
8. Since there are only five outgoing junction’s there may be an occasion that junction is not available. If this be the case the telephone operator will immediately inform the called Ext. that junction are busy and will take some time before the call is matured
“Managing at Reception”
9. Incase of any outdoor guest receptionist is supposed to guide them for any query
10. Proper allocation of received parcels, packages, letters etc. and maintaining their records
Job Specification
Good English communication skills
Good Presentation skills