Front Office Receptionist

The Front Office Receptionist is the first point of contact for clients, visitors, and employees, providing a welcoming and professional environment. The role involves managing incoming calls, handling customer inquiries, performing administrative duties, and ensuring the smooth operation of the front office area.

• Greeting Visitors:
  
  Welcome visitors, guests, and clients with a positive and friendly attitude. Direct them to the appropriate department or staff member.

• Phone Management:
  
  Answer, screen, and forward incoming calls. Take messages or provide information as necessary. Ensure a professional and courteous tone at all times.

• Administrative Support:
  
  Perform clerical duties such as filing, data entry, scanning, and preparing documents. Assist with scheduling appointments, meetings, and conference room bookings.

• Mail and Packages Handling:
  
  Receive and sort incoming mail, packages, and deliveries. Ensure outgoing mail and shipments are processed correctly.

• Maintaining Reception Area:
  
  Ensure the front office and reception area is clean, organized, and welcoming. Keep brochures, forms, and company materials up to date and neatly arranged.

• Customer Service:
  
  Provide basic information to clients and guests regarding the companys services, policies, and procedures. Assist with general inquiries in a professional and friendly manner.

• Managing Appointments and Scheduling:
  
  Schedule meetings, appointments, and travel arrangements for staff as required. Coordinate with various departments to ensure timely availability of resources.

• Handling Office Supplies:
  
  Monitor and order office supplies as needed, ensuring the reception area is well-equipped and stocked.

• Data Entry & Record Keeping:
  
  Update and maintain company databases, ensuring accuracy of contact information, appointments, and records.

• Security Responsibilities:
  
  Monitor visitor logs and ensure that guests sign in and out as per company policy. Issue visitor badges when required.

• Education:
  
  High School Diploma or equivalent. Additional certifications in office administration or customer service are a plus.

• Experience:
  
  Previous experience in a receptionist, administrative, or customer service role preferred.

• Communication Skills:
  
  Excellent verbal and written communication skills. Ability to interact professionally with clients, staff, and visitors.

• Customer Service Orientation:
  
  Friendly and approachable demeanor with a strong commitment to providing excellent service.

• Organizational Skills:
  
  Ability to multitask and manage time effectively, handling multiple responsibilities in a fast-paced environment.

• Technical Proficiency:
  
  Proficient in Microsoft Office Suite (Word, Excel, PowerPoint). Familiarity with office equipment such as printers, fax machines, and multi-line phone systems.

• Problem-Solving:
  
  Strong problem-solving skills with the ability to handle difficult situations with professionalism and discretion.

• Attention to Detail:
  
  Accuracy in scheduling, record-keeping, and document handling.

• This position typically works in an office environment. There may be occasional requirements for overtime, depending on business needs.
• The role requires standing, sitting, and occasional lifting (up to 15 pounds).