Front Office Executive

The Front Office Executive is responsible for efficiently managing the front desk, handling inquiries, coordinating appointments, and providing exceptional administrative support. They are the first point of contact for clients, visitors, and employees, ensuring a positive and professional experience.

Role & responsibilities

1. Customer Service

• Greet and assist visitors, clients, and guests in a courteous and professional manner.
• Address inquiries and provide accurate information or direct them to the appropriate person or department.
• Handle and resolve complaints or concerns in a timely and effective manner.

2. Communication Management:

• Answer and manage incoming phone calls, emails, and other forms of communication promptly and professionally.
• Maintain and update contact lists and directories.

3. Appointment Scheduling and Coordination:

• Schedule appointments, meetings, and conference rooms, and maintain an organized calendar for the organization.
• Coordinate and confirm appointments with clients, visitors, and staff to ensure smooth operations.
• Provide necessary support for organizing meetings and events, including arranging refreshments and materials.

4. Administrative Support:

• Handle administrative tasks such as photocopying, scanning, filing, and data entry to ensure smooth office operations.
• Manage and maintain office supplies, equipment, and inventory, and coordinate with relevant departments for replenishment.
• Assist in preparation and distribution of internal and external communications, reports, and presentations.

5. Visitor and Access Management:

• Monitor and control access to the premises, ensuring security protocols are followed.
• Maintain a log of visitor details, and inform appropriate personnel of visitor arrivals.
• Maintain a neat and organized reception area to create a welcoming environment.

6. Record Keeping and Documentation:

• Maintain accurate records of visitor logs, incoming and outgoing mail, and courier deliveries.
• Organize and file documents, forms, and paperwork in a systematic manner for easy retrieval and reference.

7. Collaboration and Teamwork:

• Collaborate with colleagues and different departments to facilitate effective communication and coordination.
• Support team members with administrative tasks and ad-hoc projects as needed.

Qualifications and Skills:

• Bachelor's degree preferred.
• Previous experience in a similar role or customer service position is desirable.
• Excellent communication and interpersonal skills.
• Proficient in using office software and equipment (e.g., Microsoft Office Suite, phone systems, etc.).
• Strong organizational and multitasking abilities.
• Professional appearance and demeanor.
• Ability to handle confidential and sensitive information with discretion.

A front office executive is a critical role in ensuring a positive and professional experience for everyone interacting with the organization. They contribute to the efficient functioning of the office by managing communications, appointments, and administrative tasks while maintaining a welcoming and organized reception area.