Front Office Executive

Job Overview

The Receptionist/Front Office Executive will serve as the first point of contact for visitors and clients, providing a warm, welcoming experience and ensuring a smooth flow of information. They will handle a range of administrative tasks, including phone calls, appointment scheduling, and general office support, contributing to a well-organized and efficient workplace.

Duties and Responsibilities

Front Desk Management:

• Greet and welcome visitors with a friendly and professional demeanour.
• Manage the visitor log, issuing visitor badges and notifying staff of arrivals.
• Maintain a clean and organized reception/Front Office area.

Phone and Email Handling:

• Answer, screen, and forward incoming phone calls promptly.
• Respond to general inquiries via email and direct to the appropriate department as necessary.

Appointment Coordination:

• Schedule and confirm appointments for visitors and clients.
• Coordinate meeting rooms, ensuring they are prepared in advance.

Administrative Support:

• Assist with clerical tasks such as filing, photocopying, and data entry.
• Manage incoming and outgoing mail and deliveries.

Customer Service:

• Provide accurate information to clients and visitors regarding company services and policies.
• Address customer complaints or issues professionally, escalating them to the appropriate manager when needed.

Security and Compliance:

• Adhere to the company’s security and confidentiality protocols.
• Monitor and report any suspicious activity around the reception / front office area.