Front Office Assistant (225-922)

The Front Office Assistant plays a crucial role in ensuring a smooth operation of the front desk and providing exceptional service to visitors and employees. As the first point of contact, the Front Office Assistant is responsible for creating a welcoming atmosphere, whether greeting visitors, answering phone calls, or managing incoming and outgoing correspondence. This role typically involves handling administrative tasks, scheduling appointments, managing the office's general email and phone lines, and supporting other departments as needed. Effective communication skills, organizational abilities, and a polite demeanor are key to thriving in this position. The role demands a high degree of professionalism, the ability to multitask, and a proactive approach to resolving issues swiftly and effectively. If you are detail-oriented, customer service-focused, and enjoy interacting with a variety of people, this could be the perfect position for you.

Responsibilities

• Greet all visitors and clients warmly upon their arrival at the office.
• Answer phone calls promptly and direct them to the appropriate departments.
• Handle all mail, including sorting, distributing, and preparing outgoing mail.
• Maintain the reception area, ensuring it is tidy and presented well.
• Coordinate scheduling of meetings and arrange conference room bookings.
• Assist in ordering office supplies and ensure adequate stock levels are maintained.
• Serve as the point of contact for office maintenance and facilities vendors.
• Provide administrative support to various departments as required.
• Manage office databases and keep records updated and organized efficiently.
• Assist with employee onboarding processes and visitor log maintenance.
• Handle sensitive information confidentially and with the utmost discretion.
• Support emergency response procedures and maintain security protocols.

Requirements

• High school diploma or equivalent education level is required.
• Previous experience in a front office or administrative role preferred.
• Excellent verbal and written communication skills are essential.
• Strong organizational skills and ability to manage multiple tasks proficiently.
• Proficiency in Microsoft Office Suite and office management software is necessary.
• A friendly and professional demeanor with strong customer service skills.
• Ability to maintain a high level of confidentiality and professionalism.