Key Responsibilities:
1. Front Office Operations
- Oversee daily front desk activities including reception, guest services, and administrative tasks.
- Ensure front desk is covered at all times and staff maintain professionalism.
- Greet and assist visitors, clients, and employees courteously and efficiently.
- Ensure reception area is clean, organized, and properly stocked.
2. Staff Supervision & Leadership
- Recruit, train, schedule, and supervise front office team members.
- Conduct regular performance reviews and coaching sessions.
- Foster a positive and collaborative team environment.
- Handle staffing needs, shift coverage, and delegation of duties.
3. Customer Service
- Resolve client and guest issues promptly and effectively.
- Monitor service quality and implement customer satisfaction strategies.
- Act as the first point of escalation for complaints or inquiries.
4. Administrative Support
- Manage phone systems, email communication, mail distribution, and courier services.
- Maintain office records, visitor logs, and scheduling systems.
- Coordinate with internal departments to support meetings, events, and facility use.
- Prepare daily, weekly, and monthly front office reports.
5. Financial & Resource Management
- Monitor and manage front office budgets and expenses.
- Track supply usage and place orders for office materials as needed.
- Ensure efficient use of resources and adherence to company policy.
6. Compliance & Safety
- Ensure compliance with company procedures, health & safety, and confidentiality protocols.
- Manage security access, visitor badges, and emergency procedures.
- Regularly audit front office practices to ensure regulatory compliance.
Required Qualifications & Skills:
- Bachelor's degree in Business Administration, Hospitality Management, or related field (preferred)
- Proven experience as a Front Office Manager or similar administrative role
- Strong leadership, team management, and interpersonal skills
- Exceptional verbal and written communication skills
- Proficient in MS Office (Word, Excel, Outlook) and office management systems
- Excellent organizational and multitasking abilities
- Professional appearance and attitude
- Problem-solving mindset and ability to work under pressure
Preferred Competencies:
- Knowledge of front office software such as Opera, Fidelio, or CRM platforms
- Experience in hospitality, healthcare, or corporate front desk environments
- Ability to manage conflict and mediate staff or client concerns
- Strong time management and attention to detail
