Front Office Associate

Key Responsibilities:

1. Guest / Visitor Handling:

• Greet and welcome guests, clients, or visitors with a professional and friendly attitude.
• Maintain a neat and welcoming front-desk area.
• Provide information or direct visitors to the correct person or department.
• Ensure guests feel comfortable while waiting; offer refreshments when applicable.

2. Telephone and Communication Management:

• Answer, screen, and route incoming calls appropriately.
• Handle inquiries related to services, appointments, directions, or staff availability.
• Take accurate messages and pass them to the relevant staff.
• Maintain logs of important calls, appointments, or walk-ins.

3. Administrative Support:

• Schedule appointments, meetings, or interviews as per management instructions.
• Maintain front-desk records, such as visitor logs, daily attendance, or delivery registers.
• Perform basic clerical tasks like scanning, printing, photocopying, and mailing documents.
• Coordinate courier pick-ups and deliveries.

4. Front Office Operations:

• Operate front-desk software, intercom systems, and visitor management tools.
• Manage check-ins and check-outs (in hospitality or clinics).
• Ensure reception equipment is working and raise maintenance requests as needed.
• Handle petty cash and basic billing tasks when required.

5. Security and Compliance:

• Monitor and manage visitor access as per company security protocols.
• Issue visitor passes and ensure proper identity verification.
• Maintain confidentiality of internal information.
• Report suspicious behavior or security incidents to supervisors immediately.