Receptionist Front Office

Key Responsibilities

1. Front Desk Management
   • Greet visitors, clients, vendors, and guests in a professional and friendly manner.
   • Manage the reception area, ensuring it is clean, organized, and welcoming.
   • Answer incoming calls, route them to appropriate departments, and take accurate messages when required.
   • Handle inquiries in person, over the phone, and via email with courtesy and efficiency.
2. Visitor Handling
   • Maintain visitor logs and issue visitor passes as per company policy.
   • Guide guests to meeting rooms or concerned departments.
   • Ensure compliance with security protocols when handling visitor access.
3. Administrative Support
   • Handle incoming and outgoing correspondence such as emails, courier packages, and letters.
   • Schedule meetings, appointments, and conference room bookings.
   • Maintain calendars for executives or managers if required.
   • Assist with filing, data entry, photocopying, and documentation support.
4. Communication Management
   • Act as a central communication point for internal and external contacts.
   • Draft and circulate notices, memos, and communication materials.
   • Assist in relaying messages and following up on pending matters.
5. Customer Service
   • Provide information about the company s services, location, or policies to visitors and callers.
   • Handle minor complaints, queries, or concerns with patience and professionalism.
   • Redirect more complex queries to the appropriate department or senior staff.
6. Office Coordination
   • Liaise with housekeeping and maintenance staff to ensure smooth functioning of the front office area.
   • Assist with inventory management of office supplies, stationery, and pantry items.
   • Report technical issues (telecommunication, internet, printers, etc.) to the IT or facilities department.
7. Event & Meeting Support
   • Assist in coordinating company events, visitor programs, or client meetings.
   • Arrange refreshments, travel assistance, or logistics for guests when required.
   • Prepare meeting rooms with necessary materials and equipment.
8. Record-Keeping & Reporting
   • Maintain records of visitor logs, incoming mails, outgoing couriers, and phone call registers.
   • Generate periodic reports on visitor statistics or front office activities.
   • Support HR and Admin teams with clerical tasks such as maintaining employee attendance sheets or ID card records.