Front Office Assistant (225-810)

The Front Office Assistant plays a crucial role in ensuring smooth operations within a company’s front office. As the initial point of contact, they embody the company's values, fostering a welcoming and professional environment for clients, visitors, and staff. This role requires exceptional communication and organizational skills to manage phone calls, coordinate with different departments, and maintain necessary records. The Front Office Assistant is also responsible for various administrative tasks, including scheduling appointments, managing correspondence, and supporting other teams within the organization. With multitasking being a key part of the job, the ability to prioritize and efficiently handle day-to-day tasks is essential for success in this position. A keen attention to detail and a proactive approach to problem-solving will distinguish an exemplary Front Office Assistant from their peers.

Responsibilities

• Welcome clients and visitors with a professional and cheerful attitude.
• Manage and screen incoming phone calls, redirecting them as necessary.
• Coordinate with various departments to schedule appointments and meetings.
• Maintain and update the office database of visitor contacts and suppliers.
• Handle correspondence via email, letters, and other forms of communication.
• Assist in preparation for meetings, ensuring all materials are organized beforehand.
• Provide administrative support to staff and management when required.
• Ensure the front office is always clean, organized, and welcoming.
• Order and manage office supplies to maintain optimum stocks.
• Prepare and disseminate office communications, such as memos and newsletters.
• Facilitate basic troubleshooting of office equipment like printers and copiers.
• Maintain confidentiality of sensitive information pertaining to clients and operations.

Requirements

• High school diploma or equivalent; college degree is a plus.
• Proven experience as a front office assistant or similar role is essential.
• Exceptional communication skills, both verbal and written, are required.
• Proficiency in Microsoft Office Suite or similar software applications.
• Excellent organizational skills and attention to detail are critical.
• Ability to multitask and prioritize tasks in a fast-paced environment.
• Friendly and professional demeanor with strong interpersonal skills.
• Basic knowledge of office equipment, including copiers and fax machines, is desirable.