Front office executive

Osition Overview The Front Office Representative serves as the first point of contact for visitors, clients, and employees. This role is responsible for creating a positive first impression, managing reception operations, and providing administrative support to ensure smooth daily office operations.

Key Responsibilities Reception and Visitor Management Greet and welcome all visitors, clients, and guests in a professional and friendly manner. Manage the visitor log and issue visitor badges according to security protocols. Notify appropriate personnel of visitor arrivals and coordinate meeting room arrangements. Handle incoming calls, route to appropriate departments, and take accurate messages when needed.

Administrative Support Manage incoming and outgoing mail, packages, and courier services. Maintain office supplies inventory and place orders as needed. Coordinate conference room bookings and ensure rooms are properly set up. Assist with scheduling appointments and maintaining calendars for key personnel. Prepare and distribute correspondence, memos, and documents as required.

Office Operations Monitor and maintain the reception area to ensure it remains clean, organized, and professional. Oversee security procedures including door access systems and emergency protocols. Handle basic troubleshooting for office equipment such as printers, copiers, and phone systems. Support building management communications regarding maintenance or facility issues.

Communication and Coordination Serve as a liaison between departments, vendors, and external contacts. Respond to general inquiries via phone, email, and in person. Maintain confidentiality of sensitive company information. Provide backup support for other administrative staff as needed.

Required Qualifications Education: High school diploma or equivalent required. Associate's degree or relevant certification preferred.

Experience: 1-2 years of experience in a reception, customer service, or administrative role. Experience in a corporate office environment is advantageous.

Technical Skills: Proficiency in Microsoft Office Suite (Word, Excel, Outlook). Experience with multi-line phone systems and office equipment. Familiarity with visitor management systems and scheduling software.

Core Competencies: Excellent verbal and written communication skills. Strong interpersonal skills with ability to interact professionally with diverse individuals. Exceptional organizational abilities and attention to detail. Ability to multitask and prioritize in a fast-paced environment. Professional appearance and demeanor. Problem-solving skills and ability to handle unexpected situations calmly.

Physical Requirements Ability to sit for extended periods and use computer equipment. Occasional lifting of supplies or packages up to 25 pounds. Ability to move around the office to assist visitors and perform administrative tasks.

Work Environment Professional office setting with standard business hours, typically Monday through Friday. May require occasional flexibility for early mornings, late evenings, or special events.

This job description is not exhaustive and may be modified to reflect changing organizational needs. Would you like me to customize this description for a specific industry, company size, or add any particular requirements?