Front Office Assistant (225-730)

The Front Office Assistant is an essential team member within an organization, serving as the first point of contact for clients and visitors. This role involves providing excellent customer service, managing communications, and coordinating front-desk activities efficiently. The ideal candidate should be polished, professional, and possess strong organizational skills. They will be responsible for greeting visitors, handling inquiries, and assisting in the overall operations of the front office. This position requires a detail-oriented individual who can multitask in a fast-paced environment, maintain a welcoming atmosphere, and ensure administrative tasks are completed smoothly. By supporting the administrative team, the Front Office Assistant helps ensure the office functions seamlessly.

Responsibilities

• Greet visitors warmly and direct them to the appropriate personnel.
• Answer, screen, and forward incoming phone calls professionally and accurately.
• Maintain the reception area, ensuring it is tidy and presentable at all times.
• Assist in scheduling and confirming appointments for staff and visitors.
• Coordinate front-desk activities like distributing correspondence and redirecting calls.
• Provide basic and accurate information in-person and via phone or email.
• Sort and distribute incoming mail, and handle outgoing correspondence logistically.
• Keep updated records of office expenses and costs for budgeting purposes.
• Perform basic bookkeeping, filing, and clerical duties as required by management.
• Support the HR department with on-boarding clerical tasks and documentation.
• Supervise the office security by monitoring policies for entering visitors.
• Ensure compliance with company procedures and internal controls at the front desk.

Requirements

• High school diploma or equivalent; additional qualifications are a plus.
• Proven work experience as a reception or front office assistant.
• Proficient in office applications such as MS Office and office equipment.
• Professional appearance and a positive, welcoming attitude at all times.
• Solid written and verbal communication skills are crucial for this role.
• Ability to be resourceful and proactive when issues arise unexpectedly.
• Strong organizational, multitasking skills, and attention to detail are essential.