Front Office Associate

Full job description
Position Title: Front Office Associate
Department: Front Office.
Reports To: Front Office Manager

Job Summary:

The Front Office Associate is responsible for delivering excellent customer service, managing daily administrative duties, and ensuring the smooth operation of the front office area. This includes greeting and assisting visitors, managing calls, scheduling appointments, handling office supplies, and performing clerical tasks as necessary. This role is key in creating a positive and professional first impression of the company.

Key Responsibilities:

Reception Customer Service:
Greet visitors and clients warmly and professionally, ensuring a welcoming environment.

Answer, screen, and direct calls in a polite and efficient manner.

Manage incoming mail, packages, and deliveries.

Provide general information and assistance to customers and guests.

Address and resolve customer inquiries or direct them to the appropriate department.

Scheduling Appointments:
Coordinate and schedule appointments, meetings, and room bookings.

Maintain the calendar for the office or key staff members as needed.

Confirm appointments and notify stakeholders of any changes or cancellations.

Administrative Support:
Perform light administrative tasks such as filing, photocopying, and organizing office supplies.

Maintain an organized and tidy reception area.

Assist with office inventory management (e.g., ordering office supplies).

Prepare and send out correspondence (emails, letters, memos).

Data Entry Record Keeping:
Enter client information, maintain databases, and update records as needed.

Assist with document preparation, scanning, and filing (digital and paper).

Collaboration Communication:
Liaise with different departments to ensure smooth communication and coordination.

Work closely with the Front Office Manager to implement daily office procedures and improve efficiency.

Handling Emergencies Special Requests:
Manage emergency situations or special requests promptly, such as handling customer complaints, assisting with security procedures, or addressing any immediate needs.

Compliance Security:
Ensure compliance with company policies regarding safety and security at the front office.

Monitor visitor access and maintain security procedures (sign-in logs, badges, etc.).

Qualifications:

Education: Bachelor’s degree.
Experience: Previous experience of atleast 6 months in front desk role is preferred.
Excellent communication skills (verbal and written).
Strong organizational and multitasking abilities.
Proficiency in MS Office (Word, Excel, Outlook) and basic office equipment (phones, fax, copier).
Professional demeanor and appearance.
Ability to handle confidential information with discretion.
Strong problem-solving skills and ability to work independently.
Friendly and approachable personality.
Detail-oriented and proactive.
Job Type: Full-time

Benefits:

Food provided
Paid sick time
Paid time off
Provident Fund
Schedule:

Rotational shift
Education:

Bachelor's (Preferred)
Work Location: In person

 
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