Front Office Executive

Role & responsibilities

Responsibilities of Front Office Executive.

1. Reception Management: The Receptionist will greet clients, visitors, and vendors warmly, manage the reception area to ensure it is organized and welcoming, handle incoming phone calls, take messages, and direct visitors to the appropriate person or department. 

2. Client Coordination: This role involves scheduling and managing client appointments, maintaining a visitor log, ensuring security protocols are followed, and providing refreshments and comfort to clients while they wait. 

3. Administrative Support: The Receptionist will assist with preparing documents, handling mail and deliveries, maintaining office supplies inventory, and supporting data entry, filing, and record-keeping to ensure smooth office operations. 

4. Communication & Coordination: The role requires coordinating with internal departments for efficient communication, organizing meetings, preparing agendas, taking minutes, and managing the firms calendar to avoid scheduling conflicts. 

5. Support to Legal Teams: This includes assisting legal teams with document filing, organizing case files, managing confidential information, and liaising with clients on behalf of legal professionals to schedule meetings or appointments. 

6. Client & Vendor Relations: The Receptionist will build and maintain positive relationships with clients and vendors, handle client complaints with care, and escalate issues when necessary to ensure satisfaction. 

7. Compliance & Confidentiality: This role ensures that all client and firm information is handled with the highest level of confidentiality and compliance with firm policies, legal, and ethical standards.