Front Office Executive

Role & responsibilities:-

1. Reception and Visitor Management

• Welcome visitors, clients, and guests in a professional and courteous manner.
• Manage visitor registration and issue visitor passes.
• Direct visitors to the appropriate departments or personnel.
• Maintain a clean, organized, and presentable reception area.

2. Telephone and Communication Handling

• Answer, screen, and transfer incoming calls efficiently.
• Take accurate messages and ensure timely communication.
• Respond to emails and general inquiries professionally.
• Maintain effective communication with internal and external stakeholders.

3. Customer Query Handling

• Handle customer inquiries and provide accurate information regarding services and processes.
• Address customer concerns and complaints professionally.
• Escalate unresolved issues to the relevant department and ensure timely follow-up.
• Maintain high levels of customer satisfaction through prompt and courteous service.

4. Administrative Support

• Perform routine administrative and clerical tasks.
• Maintain records, documents, and filing systems.
• Manage incoming and outgoing mail, couriers, and packages.
• Assist in preparing reports and maintaining databases.

5. Meeting and Appointment Coordination

• Schedule and manage appointments and meetings.
• Arrange meeting rooms and required facilities.
• Coordinate visitor and client meetings with internal teams.
• Support conference and meeting logistics.

6. Event Management

• Coordinate and manage company events, employee engagement activities, and client visits.
• Assist in organizing training sessions, town halls, celebrations, and corporate events.
• Coordinate with vendors, catering services, and support teams for event arrangements.
• Ensure smooth execution of events and provide onsite support when required.

7. Office Coordination

• Monitor and maintain office supplies inventory.
• Coordinate with housekeeping, security, maintenance, and facility teams.
• Ensure smooth day-to-day front office operations.
• Support HR and Administration activities as required.

8. Record Keeping and Reporting

• Maintain visitor logs, call records, and reception reports.
• Update employee directories and contact information.
• Prepare periodic reports related to front office activities.
• Ensure accurate data management and confidentiality.