Front Desk Receptionist

ANY DEGREE, ACCOMMODATION FREE, 0 TO 3 YEARS EXPERIENCE Front Office Executive Job Description **Job Title**: Front Office Executive **Department**: Administration/Operations **Reports To**: Front Office Manager **Job Purpose**: The Front Office Executive is the first point of contact for clients and visitors. Their main responsibilities are to greet visitors, answer calls, handle inquiries, and ensure the smooth functioning of the office's front desk. They are expected to provide a positive and professional image of the company and manage administrative tasks efficiently. Roles and Responsibilities: - **Reception and Greeting**: - Greet and welcome visitors warmly and professionally. - Direct visitors to the appropriate department/personnel. - Maintain a professional and friendly demeanor while interacting with visitors and clients. - Answer and direct incoming calls promptly and courteously. - Take messages for absent employees and ensure they are delivered promptly. - Schedule calls and appointments as required. - **Scheduling and Appointments**: - Assist in managing the office calendar by scheduling appointments and meetings. - Organize conference rooms and ensure all logistics are in place. - Notify staff of appointments, meetings, and schedules. - **Administrative Support**: - Maintain and organize office files and records. - Perform data entry and maintain databases. - Handle incoming and outgoing mail, packages, and couriers. - Assist with travel bookings and hotel reservations for staff when necessary. - **Customer Service**: - Provide assistance and guidance to visitors, clients, and staff. - Address customer queries or concerns and redirect them to the appropriate department. - **Office Supplies Management**: - Monitor inventory levels of office supplies (stationery, printing materials, etc.). - Place orders for supplies and ensure stock levels are maintained. - **Office Security**: - Ensure that all visitors and contractors sign in and follow company security procedures. - Manage the visitor log and ensure access is controlled. - **Communication and Coordination**: - Act as the point of contact for internal and external communication. - Coordinate with other departments to schedule meetings and assist with tasks. - **Other Duties**: - Maintain cleanliness and orderliness of the reception area. - Assist in managing office events, seminars, or conferences. Standard Operating Procedure (SOP) for Front Office Executive **1. Opening Procedures**: - Arrive at least 15 minutes before the official office timing to open the reception area. - Turn on all necessary equipment (telephone, computers, fax machines). - Ensure the reception area is clean, organized, and welcoming. - Review the calendar for appointments and meetings scheduled for the day. **2. Managing Incoming Calls**: - Answer calls promptly using a polite and professional greeting ("Good morning, [Company Name], how can I assist you?"). - Route the call to the appropriate person or department. - Take messages if the person is unavailable, and ensure the message is delivered. - Follow up with calls if required, ensuring all details are recorded accurately. **3. Visitor Management**: - Greet visitors as soon as they arrive and inform the relevant personnel. - Ask for identification and register visitor details in the visitor log. - Provide guests with any relevant paperwork (e.g., visitor passes, meeting agendas). - Offer guests refreshments if necessary while they wait. - Inform the person being visited when the guest arrives. **4. Handling Mail and Packages**: - Sort all incoming mail and packages as per departmental needs. - Distribute items to the intended recipients or department. - Handle outgoing mail by preparing it for dispatch and ensuring proper documentation. **5. Managing Appointments and Schedules**: - Coordinate meetings and appointments by confirming the schedule with all participants. - Set up meeting rooms, including necessary equipment and refreshments, if needed. - Ensure that there are no scheduling conflicts and that all meetings are properly coordinated. **6. Handling Customer Inquiries**: - Listen attentively to customer concerns and resolve issues efficiently. - Ensure all customer queries are addressed promptly and professionally. - Forward unresolved issues to the relevant department and follow up if necessary. **7. Handling Office Supplies**: - Monitor supply levels regularly. - Place orders for office supplies as needed, ensuring that stock levels are adequate. - Keep an organized record of supplies ordered and ensure that invoices are processed promptly. **8. Closing Procedures**: - Ensure all visitors have left the premises. - Turn off all office equipment, including lights, phones, and computers, before leaving. - Clean the reception area and ensure everything is in place. - Lock the reception desk and other sensitive areas for security. **9. Emergency Protocols**: - Familiarize