Front Office Executive

Job Summary:

The Front Office Executive in Facilities is responsible for managing the front desk and providing administrative support within a facilities management department. They serve as the first point of contact for visitors, handle incoming calls, coordinate mail distribution, and assist with general administrative tasks. The Front Office Executive plays a crucial role in delivering excellent customer service and maintaining a professional and efficient front office environment.

Duties and Responsibilities:

Reception and Visitor Management:

• Greet visitors in a polite and professional manner, ensuring a positive first impression.
• Coordinate visitor sign-in processes and issue visitor badges as necessary.
• Respond to inquiries from visitors and direct them to the appropriate personnel or department.
• Provide assistance and guidance to visitors, ensuring their needs are met.

Incoming Call Handling:

• Answer incoming calls promptly and professionally, directing calls to the appropriate individuals or departments.
• Provide general information and assistance to callers or route calls to the appropriate personnel for further assistance.
• Assist with managing voicemail and forwarding messages to the relevant recipients.

Mail and Package Coordination:

• Receive, sort, and distribute incoming mail and packages to the appropriate recipients or departments.
• Coordinate outgoing mail and packages, including arranging couriers or postal services as required.
• Maintain accurate records and tracking systems for incoming and outgoing mail and packages.

Administrative Support:

• Assist with general administrative tasks, including data entry, filing, scanning, and photocopying.
• Schedule and coordinate meetings, conference room bookings, and appointments as requested.
• Assist with travel arrangements, hotel bookings, and transportation logistics as required.
• Prepare reports, presentations, and other documentation as assigned.

Facilities-related Coordination:

• Act as a liaison between facility management, employees, and external vendors or contractors.
• Assist with coordinating facility-related requests, such as maintenance and repairs, office supplies, or equipment.
• Monitor and report any facility-related issues or concerns to the appropriate personnel.
• Help maintain a clean and organized front office area and lobby space.

Customer Service and Professionalism:

• Provide exceptional customer service to all individuals entering the facility or contacting the front desk.
• Handle inquiries, complaints, or requests in a professional and timely manner.
• Maintain a positive, helpful, and cooperative attitude in all interactions.

Requirements:

• High school diploma or equivalent; additional certifications or education in office administration or customer service is a plus.
• Previous experience in a front office or receptionist role, preferably within a facilities management environment.
• Excellent communication and interpersonal skills.
• Professional and friendly demeanor with a customer-centric approach.
• Strong organizational skills and attention to detail.
• Proficiency in using basic office software applications (e.g., Microsoft Office Suite).
• Ability to multitask and handle a high volume of visitors and calls.
• Problem-solving and decision-making abilities.
• Knowledge of general administrative procedures and office equipment.
• Familiarity with facilities management terminology and practices is advantageous.