Front Office Executive

Job Overview

We are seeking a professional and customer-oriented Front Office Executive to manage the reception area and ensure smooth front-desk operations. As the first point of contact for visitors, clients, and stakeholders, you will play a vital role in creating a positive impression of the organization. The ideal candidate should possess excellent communication skills, a pleasing personality, and the ability to multitask efficiently . This role requires maintaining an organized, welcoming environment while handling various administrative and clerical duties to support overall office operations.

Key Responsibilities

1. Reception & Visitor Management

• Greet and welcome all visitors, clients, and guests with warmth, professionalism, and courtesy .
• Maintain a clean, tidy, and inviting reception area that reflects the organization s image.
• Record visitor details in the visitor management system or logbook .
• Guide guests to appropriate departments, meeting rooms, or personnel.
• Ensure visitors are attended to promptly and comfortably.

2. Handling Inquiries & Communication

• Answer and manage incoming calls professionally, directing them to the right departments or individuals.
• Respond to general inquiries via phone, email, and in-person interactions.
• Provide accurate information about the organization s services, policies, and procedures.
• Handle visitor complaints politely and diplomatically , escalating sensitive issues to the relevant authorities when necessary.

3. Mail & Courier Management

• Manage all incoming and outgoing mail, packages, and courier services .
• Sort and distribute mail to relevant departments on time.
• Keep records of courier receipts, delivery confirmations, and pending packages.

4. Front Desk Administration

• Maintain a daily attendance sheet and monitor guest logs where applicable.
• Schedule and manage appointments, meetings, and conference room bookings.
• Keep the reception area equipped with necessary supplies like brochures, forms, and stationery.
• Update and maintain visitor passes, ID cards, and access permissions as per company protocols.
• Assist in organizing office events, seminars, and client meetings when required.

5. Coordination & Support

• Work closely with internal departments such as HR, Administration, and Facility Management.
• Coordinate with housekeeping staff to ensure the front office and reception area remain presentable at all times.
• Assist the HR/Admin team in onboarding new employees by providing access passes and guiding them through initial processes.
• Support management in handling confidential information and maintaining privacy.

Required Skills & Competencies

Technical Skills

• Proficiency in MS Office Suite (Word, Excel, Outlook, PowerPoint).
• Knowledge of telephone systems, visitor management software, and email etiquette .
• Familiarity with basic front-office tools like printers, scanners, and intercom systems.

Soft Skills

• Excellent communication skills in English and l