Position Title: Front Office Executive
Department: Administration/Front Office Operations
Reports To: Front Office Manager/Office Manager
Position Summary: The Front Office Executive serves as the first point of contact for visitors, clients, and employees, providing exceptional customer service while managing reception duties and administrative support functions. This role requires strong communication skills, professional demeanor, and the ability to multitask in a fast-paced environment.
Key Responsibilities:
Reception and Customer Service:
- Greet and welcome visitors, clients, and employees in a professional and friendly manner
- Answer, screen, and direct incoming phone calls to appropriate personnel
- Manage visitor registration and issue visitor badges as required
- Maintain visitor logs and ensure security protocols are followed
- Provide information about company services, locations, and personnel
Administrative Support:
- Handle incoming and outgoing mail, packages, and courier services
- Schedule appointments and manage meeting room bookings
- Maintain reception area cleanliness and professional appearance
- Update and maintain contact directories and organizational charts
- Assist with basic administrative tasks such as filing, photocopying, and data entry
Communication Management:
- Take accurate messages and ensure timely delivery to recipients
- Handle general inquiries and redirect complex queries to appropriate departments
- Maintain professional email correspondence
- Coordinate with various departments for visitor arrangements
Office Operations Support:
- Monitor office supplies inventory and coordinate replenishment
- Assist with event coordination and meeting preparations
- Support HR with basic onboarding activities for new employees
- Maintain confidentiality of sensitive information
Required Qualifications:
- High school diploma or equivalent; Bachelor's degree preferred
- 1-2 years of experience in reception, customer service, or administrative roles
- Excellent verbal and written communication skills
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
- Strong organizational and multitasking abilities
- Professional appearance and demeanor
- Ability to handle sensitive information with discretion
Preferred Skills:
- Experience with multi-line phone systems
- Knowledge of office equipment (printers, scanners, fax machines)
- Basic understanding of office management software
- Second language capabilities (depending on location requirements)
- Customer service training or certification
Working Conditions:
- Full-time position, typically 8-hour shifts during business hours
- Primarily desk-based work in reception area
- May require occasional overtime during busy periods or special events
- Professional office environment with regular interaction with diverse stakeholders
This role offers excellent opportunities for professional development and serves as a strong foundation for career advancement within administrative and customer service functions.
