Front Office Executive
1 week ago
A Front Office Executive serves as the first point of contact for visitors, clients, and employees. This role involves managing the reception area, handling phone calls, coordinating office activities, and providing administrative support to ensure smooth day-to
- day operations.
KEY RESPONSIBILITIES
- Coordination and Communication:
- Act as the central point of contact for all front office activities,
- facilitating smooth communication between internal departments and external stakeholders.
- Coordinate and schedule appointments, meetings, and conference rooms, ensuring optimal utilization of resources.
- Work closely with other departments to ensure seamless collaboration and information flow.
- Visitor Management:
- Greet and welcome visitors in a professional and friendly manner, ensuring a positive first impression of the organization.
- Manage visitor registration and guide them to the appropriate personnel or meeting location.
- Maintain a neat and organized reception area, creating a welcoming environment.
- Administrative Support:
- Provide administrative assistance, including data entry, document preparation, and maintaining accurate records.
- Handle incoming calls, redirecting them to the appropriate staff, and responding to general inquiries.
- Assist in managing office supplies, inventory, and coordinating with vendors when necessary.
- Maintaining attendance register.
- Calendar and Appointment Management:
- Efficiently manage executives' calendars, scheduling and confirming appointments and meetings.
- Coordinate with internal teams to prioritize appointments based on urgency and importance.
- Send timely reminders to staff regarding upcoming meetings and events.
**Task Prioritization and Problem-Solving**:
- Prioritize tasks based on urgency and importance, ensuring that critical matters are addressed promptly.
- Act as a point of contact for resolving issues and challenges related to front office operations.
- Collaborate with team members to identify process improvements and enhance overall efficiency.
- Documentation and Reporting:
- Prepare and maintain reports on front office activities, including
- visitor statistics, appointment scheduling, and office resource utilization.
- Ensure accurate documentation of visitor logs, contact details, and any relevant information.
**Requirements**:
SKILL
- Excellent communication and interpersonal skills.
- Strong organizational and multitasking abilities.
- Proficiency in Microsoft Office suite and office management software.
- Ability to handle confidential information with discretion.
- Customer-focused attitude and the ability to provide excellent service to visitors and staff.
- Problem-solving skills and the ability to adapt to a dynamic work environment.
0-1 years of experience
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