Front Office Executive

Job TitleFront Office Executive - Facilities Job SummaryThe 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. 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.