Front Office Assistant (225-919)

The Front Office Assistant plays a crucial role in ensuring an efficient and welcoming experience for all clients and visitors of an organization. Acting as the first point of contact, the Front Office Assistant is responsible for creating a positive impression through outstanding customer service. This position involves managing front desk operations, addressing inquiries, and coordinating administrative tasks with accuracy and professionalism. The ideal candidate must possess excellent communication skills, a keen sense of organization, and the ability to multitask in a dynamic setting. The Front Office Assistant contributes significantly to the smooth functioning of the office environment and requires a proactive approach to problem-solving and meeting the needs of both internal and external stakeholders.

Responsibilities

• Greet and assist visitors, ensuring a welcoming and professional atmosphere.
• Answer and manage incoming calls, directing them to the appropriate department.
• Maintain reception area cleanliness and organization to present a polished image.
• Coordinate and manage appointment schedules and meeting room bookings.
• Handle inquiries from clients and staff with clarity and professionalism.
• Perform general administrative tasks such as filing, data entry, and mail distribution.
• Collaborate with colleagues to ensure smooth daily operations and information flow.
• Monitor office supplies inventory and place orders to ensure stock is replenished.
• Assist in preparing reports, presentations, and other documentation as required.
• Manage incoming and outgoing correspondence, both electronic and physical mail.
• Support the HR department with tasks such as scheduling interviews and onboarding.
• Ensure that all visitors comply with security and sign-in procedures for safety.

Requirements

• High school diploma or equivalent qualification is required for this role.
• Minimum of two years' experience in a similar administrative support position.
• Exceptional verbal and written communication skills are mandatory.
• Proficient in Microsoft Office Suite, including Word, Excel, and Outlook.
• Strong organizational skills with an ability to prioritize tasks efficiently.
• Positive and professional demeanor with excellent customer service capability.
• Must be detail-oriented and able to handle multiple tasks simultaneously.