Front Office Assistant (225-703)

The role of a Front Office Assistant is central to the efficient operation of any business, as they are often the first point of contact for clients, visitors, and employees. This position requires a friendly, professional demeanor, excellent communication skills, and the ability to handle a variety of tasks simultaneously. Working closely with the office management team, the Front Office Assistant ensures that the front desk operates smoothly and efficiently while providing exceptional customer service. This role is crucial for maintaining a positive image of the company, as the front office is typically the face of an organization. Ideal candidates for this position are organized, detail-oriented, and have a knack for customer service. They should also possess the ability to handle pressure gracefully and maintain confidentiality at all times.

Responsibilities

• Greet all visitors warmly and ensure they feel welcomed upon arrival.
• Answer, screen, and forward incoming phone calls efficiently and courteously.
• Maintain an updated record of visitors and staff in the visitor management system.
• Coordinate with office staff to ensure common areas are tidy and professional.
• Assist in scheduling and confirming appointments or meetings as requested.
• Handle and distribute incoming mail and packages to respective departments.
• Manage office supplies inventory and place orders when necessary to replenish stock.
• Process correspondence, as well as prepare documents and reports for management.
• Provide basic and accurate information in-person and via phone/email.
• Support administrative tasks such as filing, photocopying, and data entry.
• Cooperate with security personnel to maintain building safety protocols.
• Perform clerical duties like preparing invoices, managing calendars, and organizing files.

Requirements

• High school diploma or equivalent required; an associate's degree is preferred.
• Previous experience in office administration or front desk roles is advantageous.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) is essential.
• Strong verbal and written communication skills are necessary for this role.
• Ability to multitask, prioritize, and work under pressure with a calm demeanor.
• Excellent organizational skills and attention to detail are crucial for success.
• Customer service orientation and the ability to deal with different personalities.
• Professional appearance and behavior, maintaining discretion and confidentiality.