Job Description

Role Description: As a Front Office Assistant at Qutone Ceramics, you will be the first point of contact for clients, visitors, and staff. Your role involves managing a variety of administrative and clerical tasks that contribute to the efficient functioning of our office. You will handle phone calls, schedule appointments, assist with visa applications, and oversee vendor relationships, all while maintaining a professional and welcoming environment.

Key Responsibilities:

Reception Duties:

• Serve as the primary contact for visitors and clients, providing a warm and professional welcome.
• Answer and route incoming phone calls with a high standard of phone etiquette.
• Manage visitor logs and ensure security protocols are followed.

Appointment Scheduling:

• Coordinate and schedule meetings, appointments, and conference calls for staff and management.
• Maintain and update calendars to ensure all appointments are managed efficiently.
• Prepare and distribute meeting agendas and materials as required.

Administrative Support:

• Perform general clerical duties including data entry, filing, and document management.
• Assist with visa applications by gathering required documentation and liaising with relevant authorities.
• Oversee vendor management tasks such as coordinating deliveries and managing supplier relationships.

Office Management:

• Ensure the reception area and meeting rooms are tidy and presentable.
• Monitor and manage office supplies inventory, ordering items as needed.
• Support various departments with administrative tasks and projects as required.

Communication and Coordination:

• Facilitate clear and effective communication within the office and with external partners.
• Handle sensitive and confidential information with discretion.
• Resolve any issues or concerns from clients or staff promptly and professionally.

Qualifications:

• Education and Experience:
• Prior experience in a front office or administrative role is mandatory.
• Relevant certification in office administration or a related field is a plus.
• Skills and Abilities:
• Excellent interpersonal and communication skills with a polished phone manner.
• Strong organizational and time-management skills with an eye for detail.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and general office equipment.
• Ability to multitask and handle a variety of responsibilities in a fast-paced environment.
• Additional Knowledge:
• Understanding of visa application procedures and vendor management practices.
• Capability to manage and prioritize tasks effectively, demonstrating a high level of professionalism and reliability.

What We Offer:

• A supportive and collaborative work environment.
• Opportunities for professional development and career growth.
• Competitive salary and benefits package.

Job Type: Full-time

Pay: ?350,000.00 - ?400,000.00 per year

Education:

• Bachelor's (Required)

Experience:

• total work: 4 years (Required)

Language:

• English (Required)

Work Location: In person