The Front Desk Assistant serves as the first point of contact for visitors and clients, providing a professional and welcoming environment. This role is responsible for managing the reception area, handling phone calls, and performing various administrative tasks such as meeting room bookings and arrangements. The Front Desk Assistant ensures seamless coordination of office operations, connecting the visitors, guests, and clients with the internal team.
Greet and assist visitors, clients, and vendors in a professional and courteous manner.
Ensure the reception area is tidy, presentable, and well-organized always.
Answer and direct phone calls to the appropriate department or personnel.
Respond to inquiries and provide accurate information regarding the company’s services, products, and general information.
Manage meeting room bookings by maintaining an up-to-date schedule using office software or booking tools.
Ensure meeting rooms are prepared and set up in advance, including any necessary audio-visual equipment, seating arrangements, and refreshments.
Coordinate with teams to confirm meeting requirements and accommodate any special requests.
Keep track of meeting room usage and availability, ensuring efficient space management.
Ensure meeting rooms are clean, organized, and reset after each use.
Provide general administrative support to office management and staff as required.
Assist during events with guest registrations and greet and meet.
Maintain and update internal phone directories and contact lists.
Manage office supplies, ensuring that the reception area and meeting rooms are stocked with necessary materials.
Handle booking of external venues for meetings and events when required.
Act as a liaison between visitors and internal staff, ensuring clear and professional communication.
Inform and update employees on meeting schedules, ensuring efficient use of time and resources.
Monitor the entrance and exit of visitors to ensure security protocols are followed.
Manage visitor logs and issue visitor badges when necessary.
Notify relevant personnel of visitor arrivals and assist them in locating their meeting locations.
Ensure safety procedures are adhered to, including fire and evacuation protocols.
Operate and troubleshoot office equipment such as phones, computers, printers, and projectors.
Ensure that technical equipment in meeting rooms is functioning correctly before scheduled meetings.
Liaise with IT support for any issues related to equipment in the meeting rooms or reception area.
Requirements
A Bachelor's degree in Hospitality Management, Business Administration, Tourism, Communication, or a related field is preferred, but not always required.
Fresh graduates are welcome to apply.
Strong Excellent verbal and written communication for interacting with guests, clients and other team members.
Friendly, helpful, and professional demeanor to ensure a positive guest experience.
Ability to handle multiple tasks at once, such as answering phone calls, assisting guests, booking information and managing requests.
Ensuring accurate guest information and special requests.
Ability to address guest concerns or complaints professionally and effectively.
Proficiency in using office software (like MS Office) and basic knowledge of reservation or management systems is a plus.
