Job Overview:
The Front Office Executive will be the first point of contact for visitors and callers to the organization. This role requires an individual with excellent communication skills, a professional demeanour, and the ability to manage multiple administrative tasks effectively. You will be responsible for handling a range of duties that ensure the smooth operation of the front office, including answering phones, greeting visitors, scheduling appointments, and supporting administrative functions.
Key Responsibilities:
1. Reception and Visitor Management:
• Greet and welcome guests and clients in a professional and friendly manner.
• Direct visitors to the appropriate departments and personnel.
• Ensure all visitors sign in according to company protocol and issue visitor badges when required.
• Notify relevant staff members about visitors' arrival and ensure proper visitor management.
2. Phone and Email Management:
• Answer and direct phone calls to the appropriate departments or individuals.
• Provide information to callers as needed and take messages when necessary.
• Maintain the front office phone system, ensuring that phone lines are active and functional.
• Respond to emails, inquiries, and requests in a timely and professional manner.
3. Scheduling and Calendar Management:
• Schedule appointments, meetings, and conference calls for staff members.
• Coordinate meeting rooms, ensuring they are properly set up and equipped for meetings.
• Send out meeting reminders and follow-up as needed.
4. Administrative Support:
• Handle incoming and outgoing mail, including sorting, stamping, and distribution.
• Assist with filing, data entry, and document management as required.
• Prepare reports and presentations for management and staff as needed.
• Order and manage office supplies, ensuring the office is well-stocked.
5. Customer Service:
• Provide exceptional customer service to clients, visitors, and vendors.
• Assist in resolving issues or concerns promptly and efficiently.
• Maintain a positive and welcoming environment for all stakeholders.
6. Office Coordination:
• Ensure the front office area is tidy and organized at all times.
• Ensure compliance with office health and safety protocols.
• Coordinate with facilities management for repairs and maintenance as needed.
7. General Administrative Tasks:
• Assist with organizing events or company activities as needed.
• Provide general administrative support to other departments.
• Handle confidential information with discretion and professionalism.
Required Skills & Qualifications:
• Education : High school diploma or equivalent; a bachelor's degree in business administration, communications, or related fields is a plus.
• Experience : Previous experience in a front office, customer service, or administrative role preferred.
• Skills :
• Excellent verbal and written communication skills.
• Strong organizational and multitasking abilities.
• Proficiency in MS Office (Word, Excel, PowerPoint, Outlook) and office management software.
• Good problem-solving and interpersonal skills.
• Strong attention to detail and ability to manage time effectively.
• Personality Traits :
• Professional and friendly demeanour.
• Adaptable and quick to learn new systems or processes.
• Team player with a positive attitude.
Working Conditions:
• Full-time, Monday to Saturday.
• Office hours: 9.30AM to 5.30PM.
• Some flexibility may be required to accommodate urgent tasks or meetings.
This job description provides a general overview of the duties and responsibilities for a Front Office Receptionist. Depending on the specific needs of the organization, additional tasks and responsibilities may be assigned
Job Type: Full-time
Pay: ?25,000.00 - ?35,000.00 per month
Benefits:
• Health insurance
• Provident Fund
Schedule:
• Day shift
Experience:
• total work: 2 years (Preferred)
Work Location: In person
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