Front Office Receptionist

Front Office Receptionist plays a vital role in ensuring a positive first impression of the organization for clients, partners, and visitors. Their dynamic and interpersonal skills create a welcoming environment while efficiently managing the front desk’s administrative duties. They are responsible for greeting visitors and answering busy phone lines in a professional manner, maintaining the reception area’s organization and ambiance, and coordinating communication between the public and staff members. An adept Front Office Receptionist handles various administrative tasks including managing correspondence, scheduling appointments, and keeping records up-to-date. They also act as a liaison for office deliveries, manage the conference room schedules, and provide support to other office staff as needed. The role demands exceptional communication skills, patience, flexibility, and a proactive approach to solve issues efficiently and ensure the smooth running of day-to-day operations of the office.

Responsibilities

• Welcome guests professionally, providing information and answering questions fluently.
• Handle incoming and outgoing calls with excellent communication skills.
• Maintain a neat and organized reception area at all times.
• Coordinate and schedule appointments efficiently for office personnel.
• Manage and distribute incoming and outgoing mail and packages promptly.
• Operate standard office equipment such as telephones, fax machines, and computers.
• Maintain updated records and databases for visitor and employee access.
• Provide support to administrative and office management tasks as needed.
• Liaise with various departments to facilitate communications and operations.
• Process and verify visitor identifications and maintain visitor log accurately.
• Aid in office events coordination and setup as required by management.
• Respond to emails and other correspondence on behalf of the office management.

Requirements

• High school diploma or equivalent; additional qualifications preferred.
• Proven experience as a receptionist or in customer service roles.
• Exceptional verbal and written communication skills are mandatory.
• Proficient with office technologies, including MS Office and telecommunication systems.
• Excellent organizational skills with a proactive problem-solving approach.
• Professional demeanor with the ability to handle confidential information.
• Flexibility to handle varied tasks and adapt to changing environments.