Front Office Assistant (225-1004)

The Front Office Assistant is a key representative of any organization, responsible for providing a warm and welcoming first impression to clients, guests, and visitors. This role is vital in ensuring that the front office operates smoothly and efficiently, as it involves comprehensive interaction with both external clients and internal staff. The Front Office Assistant manages various administrative tasks, including answering phone calls, scheduling appointments, and managing correspondence. This position requires excellent communication and organizational skills, a keen eye for detail, and the ability to handle multiple tasks simultaneously. A successful Front Office Assistant is proactive, professional, and able to manage challenging situations with a calm and collected demeanor.

Responsibilities

• Greet and ensure a welcoming environment for all visitors and clients.
• Manage incoming phone calls and route them to the appropriate personnel.
• Schedule and confirm appointments, meetings, and conference room bookings.
• Ensure the front desk is organized and equipped with necessary supplies.
• Respond to email inquiries from clients and colleagues in a timely manner.
• Assist in preparing and distributing mail and courier packages efficiently.
• Maintain visitor logs and ensure adherence to visitor management protocols.
• Support in managing inventory records and ordering office supplies when needed.
• Provide administrative support to team members and management as required.
• Coordinate with cleaning and maintenance services for office upkeep.
• Handle cash transactions and maintain necessary records for petty cash.
• Monitor and support the security protocols at the front office area.

Requirements

• High school diploma or equivalent; additional qualifications are a plus.
• Proven experience as a front desk or reception office assistant.
• Proficient in Microsoft Office Suite and basic office equipment.
• Excellent communication skills, both written and verbal, are required.
• Strong organizational skills with keen attention to detail are essential.
• Ability to work effectively under pressure and manage multiple tasks.
• Professional demeanor with strong customer service and interpersonal skills.