Front Office Executive

2 days ago

Kolkata, India Sumit Kumar Sarkar Full time
  • Front Office Executive Job Description
  • A Front Office Executive is the first point of contact for visitors and clients. This role involves managing the reception area, handling incoming communications, and ensuring that office operations run smoothly. The Front Office Executive provides administrative support, greets and assists visitors, and ensures a positive first impression of the organization.
  • Key Responsibilities:
    1. Reception and Customer Service:
  • Greet visitors and clients warmly and direct them to the appropriate person or department.
  • Answer and direct phone calls, taking messages or forwarding calls to the relevant staff members.
  • Handle visitor inquiries and assist with basic requests (e.g., directions, appointments).

  • Maintain a clean and organized reception area to provide a professional and welcoming environment.

    1. Appointment Scheduling and Coordination:
  • Schedule and confirm appointments and meetings for staff and visitors.
  • Assist in the coordination of meeting rooms, ensuring that resources (e.g., projectors, seating arrangements) are ready.

  • Maintain and update the office calendar for meetings, events, and important deadlines.

    1. Mail and Courier Management:
  • Receive and distribute incoming mail, packages, and couriers.
  • Prepare outgoing mail and ensure proper documentation and tracking of shipments.

  • Manage office deliveries and ensure that materials are appropriately logged and distributed.

    1. Administrative Support:
  • Perform general administrative tasks such as filing, data entry, and maintaining records.
  • Assist in preparing documents, reports, and presentations for internal or external use.

  • Manage office supplies and maintain inventory levels, ordering supplies as needed.

    1. Communication Management:
  • Handle email correspondence, responding to or forwarding messages as needed.
  • Maintain accurate records of communications and follow up on necessary actions.

  • Provide support to the team by organizing and sending internal and external communications.

    1. Visitor Management:
  • Ensure that all visitors are signed in, given appropriate visitor badges, and informed of safety procedures (if applicable).
  • Notify the appropriate staff of visitors' arrivals.

  • Ensure that visitors are treated professionally and their needs are met during their stay.

    1. Facility Management:
  • Coordinate with facilities management or other teams to ensure the cleanliness and upkeep of the reception area and office spaces.

  • Ensure that any office issues (e.g., maintenance, IT problems) are reported and resolved quickly.

    1. Security Support:
  • Monitor the security of the front office, ensuring that unauthorized persons do not enter restricted areas.

  • Keep track of visitors and maintain visitor logs for security purposes

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