The Front Office Executive serves as the face of the company, providing a warm, courteous, and professional first impression to all visitors and callers. This role involves managing the front desk, handling day-to-day administrative tasks, and ensuring the smooth operation of the office. The ideal candidate is organized, detail-oriented, and has excellent communication skills.
Key Responsibilities:
Reception Duties:
Greet and welcome visitors as soon as they arrive at the office.
Direct visitors to the appropriate person and office.
Answer, screen, and forward incoming phone calls.
Ensure the reception area is tidy and presentable, with all necessary stationery and materials.
Administrative Support:
Receive, sort, and distribute daily mail/deliveries.
Maintain office security by following safety procedures and controlling access via the reception desk (monitor logbook, issue visitor badges).
Manage calendars, schedule meetings, and arrange appointments.
Assist in the preparation of regularly scheduled reports.
Office Management:
Order front office supplies and keep inventory of stock.
Coordinate with the IT department on all office equipment.
Manage and maintain office filing systems and databases.
Assist in the organization of company events or meetings.
Customer Service:
Address customer inquiries in a timely and professional manner.
Provide basic and accurate information in person and via phone/email.
Assist with customer service tasks as needed.
Qualifications and Skills:
Education:
High school diploma or equivalent; additional qualifications as a Front Office Executive or relevant experience is a plus.
Skills:
Professional attitude and appearance.
Solid written and verbal communication skills.
Ability to be resourceful and proactive when issues arise.
Excellent organizational skills and attention to detail.
Multitasking and time-management skills, with the ability to prioritize tasks.