Position Title: Front Office Administrator
Department: Administration
Reports To: Office Manager / Administrative Manager
Salary: 10000
Reception Management: Greet and welcome guests as soon as they arrive at the office. Direct visitors to the appropriate person and office. Answer, screen, and forward incoming phone calls, ensuring professional communication.
Administrative Support: Perform various administrative tasks, including scheduling appointments, managing the reception area, coordinating front-desk activities, and distributing correspondence.
Maintain Office Security: Control access via the reception desk (monitor logbook, issue visitor badges) and ensure security protocols are followed.
Information Management: Maintain office security by following safety procedures and controlling access via the reception desk. Update and keep records of office expenses and costs.
Communication Coordination: Ensure the efficient flow of information by communicating messages accurately and promptly to the appropriate individuals.
Office Supplies Management: Keep inventory of stock for office supplies and place orders when necessary. Ensure the reception area is tidy and presentable, with all necessary stationery and material.
Event Coordination: Assist in the organization of office events and meetings. This may include arranging refreshments, setting up meeting spaces, and coordinating schedules.
Database Management: Update and maintain office policies and procedures. Manage the company’s database, ensuring all client and vendor information is current and accurately recorded.
Report Generation: Prepare reports on office expenditure, office activities, and other aspects of front office operations as required.
Educational Background: High school degree or equivalent; further education in office administration or a related field is a plus.
Experience: Proven experience as a Front Office Administrator, Receptionist, or similar role. Experience with office equipment (e.g., fax machines and printers).
Communication Skills: Strong communication skills (both verbal and written) and the ability to handle sensitive information confidentially.
Organizational Skills: Excellent organizational skills, with an ability to prioritize tasks and handle multiple tasks simultaneously.
Technical Proficiency: Proficiency in Microsoft Office Suite (Word, Excel, Outlook, and PowerPoint). Familiarity with office management procedures and basic accounting principles.
Customer Service Orientation: A customer-oriented approach with a pleasant personality. Capable of ensuring customer satisfaction and handling front office reception and administration duties efficiently.
Attention to Detail: High level of accuracy and attention to detail.
