Front Office Associate 13F25

The Front Office Associate plays a crucial role in creating a welcoming and professional atmosphere for visitors and clients. As the first point of contact, you embody the image and standards of the organization while ensuring the smooth operation of daily front desk activities. You will be responsible for managing incoming calls, scheduling appointments, directing visitors to their respective destinations, and providing general information about the organization. Your ability to multitask, coupled with strong organizational and communication skills, will be vital in contributing to the exceptional service standards expected. This role requires a high level of attention to detail, discretion, and a proactive approach to handling various administrative tasks.

Responsibilities

• Greet and welcome visitors with a courteous and professional demeanor.
• Answer, screen, and forward incoming phone calls promptly and accurately.
• Maintain the front desk and reception area in a tidy and presentable condition.
• Provide accurate information about the company, services, and directions.
• Manage the scheduling and coordination of conference rooms and meetings.
• Receive, sort, and distribute daily mail and deliveries efficiently.
• Ensure security by following procedures and controlling access via the reception desk.
• Assist with administrative tasks such as data entry, faxing, and filing documents.
• Coordinate with other departments to ensure reception and office operations run smoothly.
• Keep records of office expenses and furnishings for inventory purposes.
• Handle customer queries and complaints in a timely and professional manner.
• Participate in managing service providers such as maintenance and cleaning staff.

Requirements

• High school diploma or equivalent; additional certifications are a plus.
• Proven work experience as a Receptionist, Front Office Representative, or similar role.
• Proficient in Microsoft Office Suite and office phone systems.
• Strong verbal and written communication skills are essential.
• Ability to multitask and manage time effectively in a fast-paced environment.
• Customer service orientation with the ability to handle inquiries professionally.
• Familiarity with office management and basic bookkeeping practices is desirable.