Job Summary: The Front Desk Officer serves as the initial point of contact for visitors, clients, and employees. They are responsible for providing exceptional customer service, managing incoming calls, scheduling appointments, and handling administrative tasks efficiently.
Responsibilities:
Greet Visitors: Welcome visitors, clients, and employees in a professional and friendly manner.
Answer Inquiries: Respond to inquiries via phone, email, and in person, providing accurate information or directing inquiries to the appropriate person or department.
Manage Incoming Calls: Handle incoming calls, route calls to the appropriate individuals, take messages, and provide basic information as needed.
Appointment Scheduling: Coordinate appointments and meetings, manage schedules, and update calendars accordingly.
Administrative Support: Perform various administrative tasks such as data entry, filing, photocopying, scanning, and maintaining office supplies.
Maintain Reception Area: Ensure the reception area is tidy and presentable, with all necessary stationery and materials available.
Security Management: Monitor and control access to the premises, issue visitor badges, and ensure compliance with security procedures.
Handling Mail: Sort and distribute incoming mail and packages, and assist with outgoing mail and courier services.
Assist Other Departments: Provide support to other departments as needed, including clerical and administrative tasks.
Maintain Confidentiality: Handle sensitive information with confidentiality and discretion.
Requirements:
Education: High school diploma or equivalent. Additional certification in office administration or related field is a plus.
experience: Prior experience in a similar role or customer service position is preferred.
Communication Skills: Excellent verbal and written communication skills. Ability to interact professionally with visitors, clients, and employees.
Organizational Skills: Strong organizational skills with the ability to multitask and prioritize tasks effectively.
Computer Proficiency: Proficient in using Microsoft Office suite (Word, Excel, Outlook) and familiarity with office equipment (e.g, printers, scanners).
Customer Service: Demonstrated customer service skills with a positive attitude and the ability to handle inquiries and complaints courteously and efficiently.
Adaptability: Ability to work in a fast-paced environment and adapt to changing priorities and situations.
Professionalism: Maintain a professional appearance and demeanor at all times.