Job Description

The Front Office Assistant/Receptionist is responsible for managing the reception area and performing various administrative tasks to ensure efficient office operations and exceptional customer service.

Key Responsibilities:

• Greeting Visitors: Welcome clients, guests, and employees as they arrive at the office, and provide them with necessary information or assistance.
• Answering Phone Calls: Handle incoming calls, screen and direct them to appropriate personnel, take messages when necessary, and provide general information to callers.
• Managing Correspondence: Receive, sort, and distribute incoming mail and packages. Prepare outgoing mail and packages for delivery or courier services.
• Scheduling Appointments: Schedule and confirm appointments for clients or employees using the appropriate booking system.
• Maintaining Reception Area: Ensure the reception area is tidy and presentable, with all necessary stationery and materials available.
• Data Entry and Record Keeping: Enter data into computer systems, maintain electronic and hard copy filing systems, and update records as needed.
• Assisting with Administrative Tasks: Provide administrative support to various departments as required, including photocopying, scanning, and filing documents.
• Handling Inquiries: Respond to inquiries from clients, visitors, and employees promptly and professionally, either in person, via phone, or email.
• Coordinating Office Supplies: Monitor inventory of office supplies and place orders when necessary to ensure adequate stock levels.
• Adhering to Security Procedures: Follow security protocols to ensure the safety of the office premises and its occupants, including monitoring visitor access and issuing visitor badges.

Qualifications and Skills:

• High school diploma or equivalent; additional certification in office management or administration is a plus.
• Proven experience in a similar role, preferably in a professional office environment.
• Excellent communication and interpersonal skills.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and basic office equipment (e.g., printers, copiers, fax machines).
• Strong organizational skills and attention to detail.
• Ability to multitask and prioritize tasks effectively.
• Professional demeanor and a customer-oriented approach.
• Familiarity with office management procedures and basic accounting principles may be advantageous.

Working Conditions:

• Typical office environment with regular working hours (may include evenings or weekends depending on the organization's needs).
• Requires standing or sitting for extended periods and occasional lifting of light to moderate items.

This job description serves as a general template, and specific duties and qualifications may vary depending on the organization and industry.

Job Type: Full-time

Schedule:

• Day shift
• Morning shift

Education:

• Bachelor's (Preferred)

Experience:

• total work: 1 year (Preferred)

Language:

• English (Preferred)

Work Location: In person