Front Office Executive (225-818)

A Front Office Executive plays a pivotal role in the seamless operation of an organization’s front desk. They are responsible for creating a welcoming and professional environment for clients, guests, and staff. As the first point of contact, these professionals manage phone calls, address inquiries, book appointments, and handle documentation processes. Often acting as the liaison between guests and the appropriate office personnel, they must demonstrate top-tier communication skills and possess a comprehensive understanding of office protocols and procedures. Ideally, a Front Office Executive is adept at prioritizing tasks and managing time efficiently to ensure the office's front end operates smoothly and efficiently.

Responsibilities

• Greet visitors warmly and ensure they are comfortable and taken care of promptly.
• Answer, screen, and forward incoming phone calls and emails efficiently.
• Coordinate scheduling and management of conference and meeting rooms.
• Assist in sorting and distributing incoming and outgoing mail correspondence.
• Maintain a neat and organized reception area at all times.
• Update and manage contact databases and client records regularly.
• Coordinate with housekeeping to ensure the maintenance of front office areas.
• Provide information in response to queries from clients and visitors.
• Assist with event planning and execution as required by the company.
• Work with security personnel to ensure office security measures are adhered to.
• Handle complaints or escalate them to the relevant department quickly.
• Support office administration by performing clerical duties as required.

Requirements

• High school diploma or equivalent; a degree in hospitality is a plus.
• Proven work experience as a Front Office Executive or similar position.
• Familiarity with office machines such as photocopiers and printers.
• Proficiency in Microsoft Office Suite and basic computer literacy is essential.
• Excellent verbal and written communication skills are indispensable.
• Exceptional organizational and multitasking capabilities are crucial.
• Professional demeanor and appearance with a customer-oriented approach.