2 months ago
Job Summary
The Front Office Assistant is responsible for managing front-office operations, greeting visitors and directing them to the appropriate person or department, answering and directing phone calls and emails, handling incoming and outgoing mail and packages and overseeing hospitality services to ensure a professional and welcoming environment.
- Minimum Qualification : Bachelors
- Experience Level : Mid level
- Experience Length : 3 years
Job Description/Requirements
Key Responsibilities
1. Manage the organization’s switchboard, ensuring efficient handling, screening and forwarding of incoming calls and outgoing calls professionally.
2. Manage correspondence for incoming and outgoing company mail and share with the relevant staff.
3. Serve as the first point of contact for guests, creating a professional and welcoming reception experience.
4. Scheduling and confirming appointments, meetings, and events.
5. Receive and direct visitors to relevant offices, maintaining a courteous and supportive front-office environment.
6. Promote and sell value-added products available at the staff shop.
7. Providing administrative support which includes :- Copying, scanning, and filing documents as required.
8. Respond to customers, suppliers and public inquiries in a courteous, timely, and professional manner.
9. Oversee the postage and dispatch of letters and parcels on behalf of staff and/or departments
10. Perform general administrative and clerical duties as required to ensure smooth day-to- day operations.
11. Maintain accurate administrative records and prepare reports to support effective office operations, kitchen usage, expenses, and inventory status to management.
12. Manage office stationery by ordering, monitoring stock levels, and distributing to staff.
13. Coordinate kitchen and hospitality services, including tea and lunch arrangements for meetings and guests.
14. Support the management of kitchen staff and daily operations, including budget preparation and monitoring kitchen supplies and liaising with procurement on replenishing essential supplies.
15. Ensuring the cleanliness and organization of the front office area as well as the main security reception area and observing professional etiquette.
16. Order kitchen supplies and monitor daily usage to avoid overstocking or shortages.
17. Prepare Purchase Requisitions (SPRs) for kitchen items, track and follow up on the approval process and delivery timelines.
18. Maintain records of purchases and inventory levels.
19. Coordinate with vendors and service providers for supply deliveries and maintenance services.
20. Coordinating messengers’ errand fees and weekly transport allowances for support staff.
Qualifications & Competences.
1. Degree in Front Office Management or Business Administration or a related field.
2. At least 3 years’ experience in front office management, Office Administration, Secretarial Work and Customer Service.
3. Exceptional ability to create a welcoming environment
4. Proficiency in working with word processing, spreadsheets, and emails, including Microsoft Word, Excel, and Outlook Express and familiarity with office equipment (printers, copiers, scanners).
5. Excellent communication, interpersonal, and customer service skills.
6. Strong organizational skills with the ability to multitask and prioritize effectively.
7. Ability to observe business etiquette and maintain a professional appearance, courteous demeanor, and attention to detail.
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