Front Office Receptionist

Job Purpose

To manage the front desk and act as the first point of contact for visitors, clients, customers, vendors, and employees. The Front Office Executive will ensure smooth reception operations, professional communication, proper visitor management, and effective administrative support.

Key Responsibilities

1. Reception & Visitor Management

• Welcome and greet visitors, clients, and guests in a professional manner.
• Identify the purpose of visits and direct visitors to the appropriate person or department.
• Maintain visitor records and issue visitor passes where applicable.
• Ensure the reception area remains clean, organized, and presentable.
• Coordinate appointments and visitor schedules.

2. Telephone & Communication

• Attend incoming calls promptly and professionally.
• Transfer calls to the appropriate department/person.
• Take and communicate messages accurately.
• Handle general enquiries and provide basic information about the company.
• Manage incoming and outgoing correspondence, courier, and postal items.

3. Administrative Support

• Maintain front-office records, registers, and documentation.
• Coordinate meeting room bookings and appointments.
• Assist in preparing basic letters, reports, notices, and office documents.
• Maintain office stationery and front-office supplies.
• Support the Administration/HR team in routine office activities.

4. Coordination

• Coordinate with different departments regarding visitors, meetings, appointments, and official requirements.
• Assist in arranging meetings and receiving guests.
• Coordinate with housekeeping, security, courier services, and other support staff.
• Ensure important communications received at the front desk are promptly forwarded to the concerned person.

5. Customer/Client Handling

• Handle clients and customers courteously and professionally.
• Listen to queries and direct them to the appropriate department.
• Maintain confidentiality of company and customer information.
• Escalate complaints or sensitive matters to the concerned senior.

6. Records & Reporting

• Maintain visitor, courier, telephone, meeting, and other relevant registers.
• Maintain proper filing of front-office documents.
• Prepare basic daily/weekly reports whenever required.
• Ensure accurate and timely updating of records.