Front Office Executive (225-702)

A Front Office Executive plays a key role in establishing the initial impression for visitors and clients at the company. As the first point of contact, they handle a variety of administrative tasks including greeting guests, managing phone calls, and ensuring a seamless flow of information and communication within the organization. With a keen attention to detail and excellent organizational skills, the Front Office Executive is responsible for maintaining a professional and welcoming environment. Typically, they interact with personnel from various departments and external partners, making their role crucial in fostering a productive and harmonious workspace. This role demands excellent communication skills, the ability to multitask, and the adaptability to handle unexpected situations effectively.

Responsibilities

• Greet and welcome visitors and clients with a positive and helpful attitude.
• Manage and direct incoming phone calls and messages efficiently and accurately.
• Organize and schedule appointments, ensuring meeting rooms are prepared and maintained.
• Handle inquiries and resolve any issues in a professional and timely manner.
• Coordinate with different departments to ensure smooth communication and task execution.
• Maintain a tidy and presentable reception area and office environment.
• Assist in handling administrative duties such as filing, photocopying, and transcribing documents.
• Distribute incoming mail and manage outgoing correspondence effectively.
• Coordination and management of company events and meetings as required.
• Maintain security by following procedures, monitoring the guest logbook, and issuing visitor badges.
• Assist in ordering office supplies and maintaining inventory levels to prevent shortages.
• Provide excellent customer service and establish a friendly environment for all visitors and employees.

Requirements

• Proven work experience as a Front Office Executive or similar role for at least one year.
• Proficiency in Microsoft Office Suite and general office management software.
• Strong organizational skills and the ability to manage multiple tasks simultaneously.
• Excellent verbal and written communication skills are essential for this role.
• Ability to handle stressful situations calmly and professionally while multitasking.
• High school diploma or equivalent qualification is required; a college degree is a plus.
• Customer service orientation and proactive problem-solving abilities are necessary.