Front Office Assistant 26N25

An opportunity has arisen for a motivated and organized Front Office Assistant to join our dynamic team. As a pivotal support component, the Front Office Assistant serves as the facility's first point of contact, managing all initial interactions and ensuring the smooth operation of front office functions. This role is crucial for creating a positive impression on our clients, visitors, and team members. The ideal candidate will be a stellar communicator with a keen eye for detail and an ability to handle multiple responsibilities simultaneously. The position requires proficiency in coordinating administrative tasks, maintaining schedules, and providing outstanding customer service, contributing significantly to the front office's smooth operation.

Responsibilities

• Greet and welcome guests warmly, directing them to the appropriate department.
• Handle all phone calls efficiently while providing accurate information to callers.
• Assist visitors with queries pertaining to the company and its services.
• Manage and maintain the front office area, ensuring tidiness and organization.
• Schedule and coordinate meetings and appointments for staff and management.
• Process and distribute incoming mail, packages, and documents to the proper personnel.
• Handle data entry tasks and update customer information accurately in the system.
• Perform administrative tasks including filing, photocopying, and document management.
• Support office management with inventory control and supply ordering duties.
• Work closely with team members to ensure the seamless execution of events and meetings.
• Monitor visitor access and maintain security awareness to ensure a safe environment.
• Prepare reports and presentations as needed by management and other staff.

Requirements

• High school diploma or equivalent; additional qualifications are a plus.
• Proven experience in an administrative role or customer service position.
• Excellent communication and interpersonal skills with a customer-focused approach.
• Strong organizational skills and ability to multitask effectively in a fast-paced environment.
• Proficiency with office software such as Microsoft Office Suite and basic IT skills.
• Ability to handle sensitive information with integrity and confidentiality.
• Flexibility to adapt to frequent changes and work under pressure with minimal supervision.