Front Office Assistant 31O25

The Front Office Assistant plays a crucial role in creating a welcoming and professional environment for clients and visitors. This position serves as the first point of contact for the company, requiring exceptional communication and organizational skills to ensure smooth operations in the office. The ideal candidate is friendly, proactive, and has the ability to handle a variety of tasks with precision and efficiency. As a Front Office Assistant, you will manage the flow of people through the business and ensure all responsibilities are completed accurately and delivered with high quality and in a timely manner. This role is a blend of customer service, administrative, and clerical tasks that are vital to the seamless functioning of office operations.

Responsibilities

• Greet and welcome guests as soon as they arrive at the office.
• Direct visitors to the appropriate person and office with clear instructions.
• Answer, screen, and forward incoming phone calls professionally and efficiently.
• Ensure reception area is tidy and presentable, with all necessary stationery and materials.
• Provide basic and accurate information in-person and via phone/email.
• Receive, sort, and distribute daily mail/deliveries to appropriate departments.
• Maintain security by following procedures and controlling access via the reception desk.
• Assist with coordinating office events and external meetings as required.
• Order front office supplies and keep inventory of stock updated regularly.
• Perform other clerical receptionist duties such as filing, photocopying, and faxing.
• Coordinate with the facility management team for any maintenance-related queries.
• Help organize and maintain office common areas to ensure cleanliness and organization.

Requirements

• High school diploma or equivalent; additional certification is a plus.
• Proven work experience as a Receptionist or Front Office Representative.
• Proficiency in Microsoft Office Suite and basic email operations required.
• Professional attitude and appearance with a customer-oriented approach.
• Solid written and verbal communication skills in English are essential.
• Ability to be resourceful and proactive when issues arise in the office.
• Excellent organizational skills with attention to detail and time management.
• Ability to multitask and manage various front office operations effectively.