Frontdesk Executive

Job Description:

JD

The Front Desk Representative is responsible for greeting visitors, answering phone calls, assisting with inquiries, and performing a variety of administrative tasks to support the day-to-day operations of the business or facility. This role demands excellent communication, organizational, and customer service skills to ensure a positive experience for all visitors and clients.

Key Responsibilities:

• Customer Service:

  • Greet and welcome visitors, clients, and employees in a friendly and professional manner.
  • Respond to inquiries, providing accurate information about services, policies, or directions.
  • Direct guests or clients to the appropriate departments or individuals.
  • Handle complaints or concerns, escalating them to the supervisor when necessary.

• Phone and Email Management:

  • Answer, screen, and forward phone calls in a professional and courteous manner.
  • Take and relay messages accurately and in a timely manner.
  • Respond to emails or direct them to the appropriate department.

• Administrative Support:

  • Perform general office tasks such as filing, data entry, and office supply management.
  • Maintain and update records (e.g., guest logs, visitor sign-ins, appointment schedules).
  • Prepare or assist in preparing reports, presentations, or other documentation as required.

• Scheduling and Coordination:

  • Manage appointments, meetings, and conference room bookings.
  • Coordinate with other departments or personnel to ensure smooth operation of scheduled events.

• Security and Access Control:

  • Monitor building access and ensure security procedures are followed (e.g., verifying IDs or guest badges).
  • Maintain guest logs and issue visitor badges as necessary.

• Miscellaneous Tasks:

  • Handle mail and packages, sorting and distributing them to the appropriate recipients.
  • Assist in the preparation of meeting rooms or office spaces.
  • Assist with special projects or tasks as directed by management.