Front Office Executive

A Front Office Executive is the face of an organization, serving as the first point of contact for clients, visitors, and customers. This role involves managing the reception area, handling phone calls, greeting guests, and performing a variety of administrative and clerical tasks to ensure smooth front-office operations. Front Office Executives are vital in creating a positive impression of the company, as they represent the organization s professionalism, efficiency, and customer service standards. They play a dual role of customer service provider and administrative support , making them an integral part of day-to-day operations.

Key Responsibilities

1. Reception & Guest Management

• Welcome visitors warmly and direct them to the appropriate person or department.
• Maintain a professional and friendly attitude while dealing with clients and guests.
• Ensure the reception area is clean, organized, and presentable at all times.

2. Telephone & Communication Handling

• Answer, screen, and forward incoming phone calls promptly.
• Handle inquiries efficiently and provide accurate information.
• Take messages and ensure timely communication with relevant staff members.

3. Administrative & Clerical Support

• Handle incoming and outgoing correspondence (emails, letters, couriers).
• Assist in scheduling meetings, appointments, and conference room bookings.
• Maintain records, files, and databases in an organized manner.

4. Visitor & Security Management

• Maintain a visitor logbook with details of all guests.
• Coordinate with the security team for visitor badges and access.
• Follow company policies to ensure safety and confidentiality.

5. Customer Service

• Provide information about company services, facilities, or departments.
• Address client or visitor queries politely and redirect to the concerned person if required.
• Handle complaints or escalations with professionalism.

6. Office Coordination

• Coordinate with housekeeping and facility teams to ensure office upkeep.
• Assist in inventory management of office supplies, stationery, and pantry items.
• Support HR or Admin teams in employee engagement activities and onboarding.

7. Data & Record Management

• Maintain attendance registers, courier records, and front-office files.
• Prepare daily/weekly reports on visitors and phone calls.
• Update contact lists, directories, and mailing databases.

8. Support in Events & Meetings

• Assist in organizing meetings, conferences, and events.
• Handle catering arrangements, seating, and guest hospitality.
• Ensure smooth logistics for visitors and participants.

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