Front Office Executive (225-625)

As the first point of contact for clients and visitors, the Front Office Executive plays a crucial role in representing a company to the public. This individual ensures the smooth operation of the front desk, providing excellent customer service and efficient management of all related tasks. Responsibilities include greeting guests, managing phone lines, handling inquiries, and maintaining security protocols by monitoring guest logs. The ideal candidate will possess strong organizational skills, a pleasant demeanor, and the ability to multitask in a fast-paced environment. This position requires a proactive individual who enjoys interacting with people and has a keen attention to detail to provide high-quality service and support to both external and internal stakeholders.

Responsibilities

• Manage the front desk area, ensuring it is tidy and presentable at all times.
• Greet and direct visitors, providing appropriate information and assistance.
• Answer, screen, and forward incoming phone calls efficiently and courteously.
• Maintain security by following procedures and controlling access via the reception desk.
• Receive and distribute daily mail and deliveries accurately and promptly.
• Coordinate with staff to maintain adequate front office coverage during working hours.
• Assist with clerical tasks such as data entry, filing, and scheduling appointments.
• Liaise with internal departments to ensure effective communication and task coordination.
• Handle customer inquiries and resolve complaints for a positive experience.
• Track office supplies inventory and place orders when necessary to prevent shortages.
• Prepare daily and weekly reports summarizing reception area activities and issues.
• Support the administrative team in planning and executing meetings and events.

Requirements

• Proven experience as a Front Office Executive or similar reception role is preferred.
• Strong proficiency in Microsoft Office Suite and basic computer handling.
• Excellent verbal and written communication skills in English.
• Hands-on experience with office equipment like printers and fax machines.
• Ability to multitask and manage time efficiently in a fast-paced environment.
• Professional attitude and appearance with an emphasis on customer service.
• High school diploma or equivalent; higher education is advantageous.
• Strong problem-solving skills and the ability to handle difficult situations calmly.