Front Office Executive

Role & responsibilities

1. Greeting and Welcoming Visitors

• Welcome guests and clients in a friendly and professional manner.
  
• Direct visitors to the appropriate departments or staff members.
  
• Maintain a positive first impression of the organization.
  

2. Handling Phone Calls and Communication

• Answer, screen, and forward incoming phone calls.
  
• Take messages and ensure they are delivered promptly.
  
• Respond to emails, inquiries, and general correspondence.
  

3. Managing Reception Area

• Keep the reception area tidy, organized, and presentable.
  
• Display brochures, company information, and other materials neatly.
  
• Monitor visitor access and maintain security procedures (e.g., sign-in logs or visitor badges).
  

4. Scheduling and Appointments

• Manage meeting room bookings and staff schedules.
  
• Arrange appointments for managers or departments.
  
• Remind staff of upcoming meetings or visitors.
  

5. Administrative Support

• Handle filing, photocopying, scanning, and other clerical tasks.
  
• Maintain office supplies and coordinate with vendors for replenishment.
  
• Assist HR or administration departments with documentation and data entry.
  

6. Coordination and Communication

• Serve as a communication bridge between management, staff, and clients.
  
• Coordinate deliveries, couriers, and incoming/outgoing mail.
  
• Notify staff of important messages or documents.
  

7. Customer Service

• Address customer or visitor inquiries courteously and professionally.
  
• Handle complaints or direct them to the appropriate person.
  
• Ensure guests feel valued and assisted at all times.
  

8. Record Keeping

• Maintain visitor logs and appointment schedules.
  
• Record incoming and outgoing correspondence.
  
• Update contact lists, directories, or company records as needed.