Front Office Executive

Front Office Executive

Front Office Executive (FOE)

Key Responsibilities

• Welcome and Assist Customers:

  Greet customers warmly upon arrival and assist them with their needs.

• Information Management:

  Accurately record customer details using official forms and templates.

• Visitor Guidance:

  Confirm the purpose of each visit (e.g., Test, Purchase, Service, Diagnosis, Consultation) and guide customers to the appropriate department.

• Call Handling:

  Professionally receive, respond to, and transfer incoming calls, providing complete information and support to callers.

• Register Maintenance:

  Keep walk-in and administrative registers meticulously updated.

• Client Database:

  Create and regularly update the client contact database.

• Document Management:

  Organize and file papers, bills, and important documents.

• Cash & Accounts:

  Handle cash, deposit it in the bank, and maintain the daily financial register.

• Inter-departmental Coordination:

  Coordinate effectively with various departments within the company.

• Reporting:

  Generate daily reports (Stocks, Sales, Walk-ins, Daily Expenses) and submit them to the Branch Manager.

• Office Upkeep:

  Ensure the cleanliness and overall good housekeeping of the office.

• Staff Supervision:

  Supervise the Office Assistant and Housekeeping Staff.

• Event Coordination:

  Help coordinate office events like interview drives, promotional activities, joining formalities, send-offs, and birthdays.

• Equipment Oversight:

  Ensure all office equipment, such as fax machines, printers, and PABX systems, are in working order.

• Maintenance Contacts:

  Maintain an organized and up-to-date directory of all maintenance staff contact numbers.

• Vendor Management:

  Handle relationships with vendors for stationery, travel, courier, and all allied third-party service providers.

• Hospitality:

  Arrange food and beverages for senior management, guests, and dignitaries on a case-by-case basis, with prior approval.

• Confidentiality:

  Maintain strict confidentiality of all organizational fiscal and personnel-related information at all times.

Skills & Qualifications

• Proven experience in a front office, customer service, or administrative role.
• Strong organizational skills and attention to detail.
• Excellent verbal and written communication skills.
• Proficiency in basic computer operations and office software.
• A welcoming and professional demeanor.
• Ability to multitask and manage time effectively in a busy environment.