Front Office Administrator

Role & responsibilities

Key Responsibilities

I. Front Office & Reception Management

• First Point of Contact:

  Greet and welcome all guests, visitors, and company personnel in a professional and courteous manner.

• Switchboard/Communications:

  Answer, screen, and forward incoming phone calls, faxes, and general email inquiries to the appropriate staff or department with speed and accuracy.

• Mail & Deliveries:

  Receive, sort, and distribute daily mail, courier packages, and deliveries. Manage outgoing courier services.

• Security & Logbooks:

  Maintain office security by following procedures, monitoring visitor logbooks, and issuing temporary visitor badges.

• Reception Area Upkeep:

  Ensure the reception area is tidy, presentable, and stocked with necessary stationery, company information, and materials at all times.

II. Administrative & Office Support

• Office Supplies:

  Manage and maintain inventory of office supplies, pantry items, and stationery. Place orders and manage vendors to ensure adequate stock while adhering to budget.

• Meeting & Travel Coordination:

  Assist in scheduling and arranging internal meetings, conference room bookings, and video conference setups. Coordinate domestic and international travel bookings (flights, accommodations, transport) for employees and visiting management.

• Facilities Management Support:

  Liaise with vendors and building management for maintenance, repairs, cleanliness, and security to ensure a safe and operational office environment. Oversee housekeeping and maintenance personnel.

• Record Keeping:

  Maintain and update official administrative records, databases, employee directories, and filing systems (both physical and digital).

• Logistics Support:

  Assist with administrative tasks related to company events, office celebrations, and special projects as needed.