Front Office Associate

6 days ago

Pune Maharashtra, India Zivia Ivf Full time

I. Marathi

II. Hindi

III. English

**Summary**: The Front Office Coordinator is a key member of the administrative team responsible for managing the front desk operations and providing excellent customer service to visitors and clients. This role involves handling inquiries, managing appointments, and ensuring the smooth flow of daily activities in the front office.

**Key Responsibilities**:

- **Visitor Reception**:

- Greet and welcome visitors in a professional and friendly manner.
- Direct visitors to the appropriate person or department.
- **Customer Service**:

- Provide exceptional customer service to clients, guests, and staff.
- Respond to inquiries, both in person and over the phone, promptly and courteously.
- **Appointment Scheduling**:

- Manage and coordinate appointments, meetings, and conference room bookings.
- Update and maintain the appointment calendar.
- **Communication Handling**:

- Answer and route incoming calls to the appropriate personnel.
- **Administrative Support**:

- Assist with general administrative tasks, including photocopying, filing, and data entry.
- Maintain and update office records and contact lists.
- **Information Dissemination**:

- Provide information to visitors and callers about the organization, its services, and general inquiries.
- Distribute information or materials to staff as needed.
- **Mail Handling**:

- Receive and distribute mail, packages, and deliveries.
- Assist with outgoing mail and courier services.
- **Office Supplies and Equipment**:

- Monitor and replenish office supplies as needed.
- Coordinate with the maintenance team for any necessary repairs or equipment maintenance.
- **Security and Access Control**:

- Monitor access to the premises and ensure security protocols are followed.
- Issue visitor badges and maintain security logs.
- **Professionalism**:

- Uphold a professional appearance and demeanor at all times.
- Maintain a tidy and organized front office area.

**Qualifications and Skills**:

- High school diploma or equivalent; additional education is a plus.
- Proven experience in a front office, receptionist, or customer service role.
- Excellent communication and interpersonal skills.
- Proficient in using office equipment, including phone systems and computer software.
- Strong organizational and multitasking abilities.
- Attention to detail and accuracy.
- Ability to handle sensitive information with confidentiality.
- Positive and welcoming attitude.

Schedule:

- Day shift
- Fixed shift
- Rotational shift

**Education**:

- Higher Secondary(12th Pass) (preferred)

**Experience**:

- Microsoft Office: 1 year (preferred)
- total work: 1 year (preferred)

**Language**:

- Hindi (required)
- English (preferred)

Work Location: In person

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