Front Office Executive

Front Office Executive

Hearing Solutions is looking for a welcoming and organized Front Office Executive (FOE) to be the first point of contact at our center. If you're skilled in customer assistance, administrative tasks, and maintaining a smooth-running office, we invite you to join our team.

Key Responsibilities

• Welcome and Assist Customers: Greet customers warmly upon arrival and assist them with their needs.
• Information Management: Accurately record customer details using official forms and templates.
• Visitor Guidance: Confirm the purpose of each visit (e.g., Test, Purchase, Service, Diagnosis, Consultation) and guide customers to the appropriate department.
• Call Handling: Professionally receive, respond to, and transfer incoming calls, providing complete information and support to callers.
• Register Maintenance: Keep walk-in and administrative registers meticulously updated.
• Client Database: Create and regularly update the client contact database.
• Document Management: Organize and file papers, bills, and important documents.
• Cash & Accounts: Handle cash, deposit it in the bank, and maintain the daily financial register.
• Inter-departmental Coordination: Coordinate effectively with various departments within the company.
• Reporting: Generate daily reports (Stocks, Sales, Walk-ins, Daily Expenses) and submit them to the Branch Manager.
• Office Upkeep: Ensure the cleanliness and overall good housekeeping of the office.
• Staff Supervision: Supervise the Office Assistant and Housekeeping Staff.
• Event Coordination: Help coordinate office events like interview drives, promotional activities, joining formalities, send-offs, and birthdays.
• Equipment Oversight: Ensure all office equipment, such as fax machines, printers, and PABX systems, are in working order.
• Maintenance Contacts: Maintain an organized and up-to-date directory of all maintenance staff contact numbers.
• Vendor Management: Handle relationships with vendors for stationery, travel, courier, and all allied third-party service providers.
• Hospitality: Arrange food and beverages for senior management, guests, and dignitaries on a case-by-case basis, with prior approval.
• Confidentiality: Maintain strict confidentiality of all organizational fiscal and personnel-related information at all times.

Skills & Qualifications

• Proven experience in a front office, customer service, or administrative role.
• Strong organizational skills and attention to detail.
• Excellent verbal and written communication skills.
• Proficiency in basic computer operations and office software.
• A welcoming and professional demeanor.
• Ability to multitask and manage time effectively in a busy environment.