Front Office Executive

Front Office Executive

Hearing Solutions is seeking a professional and welcoming Front Office Executive to manage the daily operations of our clinic. If you have a pleasant demeanor, excellent communication skills, and are proficient in office administration, we invite you to join our team.

Role & Responsibilities

• Perform and maintain daily opening and closing procedures of the clinic, ensuring readiness for operations.
• Welcome and assist customers upon their arrival, providing a warm and helpful first impression.
• Record customer details accurately using official forms and templates.
• Confirm the purpose of each visit (Test, Purchase, Service, Diagnosis, Consultation) and guide customers accordingly to the relevant department or service.
• Handle all incoming calls: answering inquiries, transferring calls to relevant departments, and providing complete information and support.
• Maintain walk-in and administrative registers, ensuring all entries are current and accurate.
• Create and regularly update the client contact database, ensuring data integrity and accessibility.
• Organize and file paperwork, bills, and important documents systematically for easy retrieval.
• Manage cash handling, including depositing cash in the bank and maintaining the daily financial register with precision.
• Coordinate effectively with various departments within the organization to ensure smooth workflow.
• Generate daily reports (Stocks, Sales, Walk-ins, Expenses) and share them promptly with the Branch Manager.
• Ensure cleanliness and upkeep of the office premises, maintaining a professional and inviting environment.
• Supervise the office assistant and housekeeping staff, ensuring tasks are completed to standard.
• Oversee audio/visual equipment setup and ensure the readiness of the equipment room for consultations and tests.
• Ensure proper functioning of office equipment like fax machines, printers, and PABX systems, arranging maintenance as needed.
• Maintain an organized directory of all maintenance staff contact numbers for quick access.
• Manage vendors related to stationery, travel, courier, and other third-party services, ensuring efficient procurement.
• Arrange food and beverages for senior management and guests when required, after obtaining appropriate approvals.
• Maintain strict confidentiality of all organization-related financial and personnel information.

Skills & Qualifications

• Must have a pleasant and professional appearance that reflects the clinic's standards.
• Excellent verbal and written communication skills for clear and effective interaction with customers and colleagues.
• Proficient in computer operations, including MS Office applications (Word, Excel, Outlook) and email management.
• Fluent in English and Tamil, enabling effective communication with a diverse clientele.
• Experience in customer service or front office roles is preferred.
• Prior experience as a Guest Relation Executive (GRE) in hospitals or clinics is a strong advantage.

Contact

• For inquiries, please contact: [phone removed]