Front Office Executive

The Front Office Executive serves as the first point of contact for clients, guests, and customers, representing the face of the organization. This role is pivotal in setting the tone for efficient, polite, and welcoming customer interactions. The ideal candidate will have excellent communication skills, combined with a welcoming demeanor and the ability to manage various administrative tasks effectively. They play a key role in ensuring smooth operations of the front desk, including managing correspondence, handling inquiries, and ensuring that all visitors receive prompt attention. This position often involves multitasking various responsibilities to maintain the smooth operation of all front office activities.

Responsibilities

• Greet clients, visitors, and guests as they arrive at the front desk.
• Answer, screen, and forward incoming phone calls promptly and efficiently.
• Maintain office security by following safety procedures and controlling access.
• Coordinate appointments and meetings, managing the calendars of senior staff.
• Provide basic and accurate information in-person and via phone or email.
• Receive, sort, and distribute daily mail and deliveries efficiently.
• Ensure the reception area is tidy and presentable, with all necessary stationery.
• Monitor office supplies and place orders to maintain adequate stock levels.
• Handle customer inquiries and complaints in a professional manner.
• Assist in formatting documents and reports as requested by management.
• Support various administrative duties and manage employee records effectively.
• Collaborate with other departments to ensure timely communication and support.

Requirements

• Proven work experience as a Front Office Executive or similar role.
• Proficient in Microsoft Office Suite and office management software.
• Professional appearance and strong verbal communication skills.
• Excellent organizational and multitasking abilities are essential for this role.
• Ability to handle confidential information with discretion and integrity.
• High school diploma; additional qualifications in Office Administration or related fields are advantageous.
• Customer service orientation with the ability to manage multiple inquiries.