Receptionist Front Office

Key Responsibilities

1. Front Desk Management
   • Greet visitors, clients, and employees in a warm, professional manner.
   • Ensure the reception area is tidy, organized, and welcoming at all times.
   • Maintain visitor logs, issue visitor passes, and ensure security protocols are followed.
2. Telephone and Communication Handling
   • Answer, screen, and forward incoming phone calls.
   • Take accurate messages and ensure timely delivery to the concerned person.
   • Handle inquiries through email, calls, or in person, and provide accurate information.
3. Visitor and Client Coordination
   • Assist guests with seating, refreshments, and directions to meeting rooms.
   • Inform relevant employees of the arrival of their visitors.
   • Coordinate with security for visitor entry and exit.
4. Administrative Support
   • Manage appointment schedules and meeting room bookings.
   • Assist with photocopying, filing, scanning, and documentation as needed.
   • Receive and sort daily mail, deliveries, and courier services.
   • Maintain inventory of front office supplies and place orders when required.
5. Record Keeping and Data Management
   • Maintain records of incoming and outgoing calls.
   • Keep databases updated with visitor and client information.
   • Prepare basic reports related to office activities and front-desk operations.
6. Customer Service
   • Respond promptly to client needs and queries.
   • Handle complaints professionally and escalate them when necessary.
   • Ensure guests feel valued and receive proper attention.
7. Coordination with Departments
   • Liaise with HR, Administration, and Management teams for daily requirements.
   • Support internal staff with office-related requests.
   • Coordinate logistics for meetings, conferences, and office events.