Front Office Executive (Receptionist)

Job Description:
The Front Office Executive serves as the first point of contact for clients, visitors, and internal staff. This role requires professionalism, excellent communication skills, and the ability to manage multiple administrative and customer-facing tasks to ensure smooth daily operations.

Key Responsibilities:

1.Reception Management

• Greet and welcome visitors, clients, and employees in a professional and friendly manner.
• Maintain a neat and organized reception area to create a positive first impression.

2. Telephone Handling

• Answer inbound calls promptly and direct them to the appropriate department or personnel.
• Make outbound calls to clients for follow-ups or basic inquiries, maintaining proper phone etiquette.

3.Customer Assistance

• Respond to customer queries efficiently and provide necessary information about the company’s products/services.
• Assist visitors and clients with directions, appointments, and general support.

4. Appointment & Schedule Management

• Maintain and manage the appointment calendar for executives and staff.
• Coordinate meeting schedules, conference room bookings, and other administrative arrangements.

5. Data Management

• Maintain and update customer and visitor databases with accurate and timely information.
• Generate reports on calls, inquiries, or visitor logs as required.

6. Complaint Handling & Problem Resolution

• Listen actively to customer complaints or concerns and provide solutions or escalate to the appropriate department.
• Ensure customer satisfaction by resolving issues promptly and professionally.

7. Support to Sales & Marketing Teams

• Assist the sales team with lead generation, follow-ups, and coordination.
• Provide administrative support for marketing campaigns or client outreach activities.

8. Daily Administrative Tasks

• Handle correspondence, manage files, and maintain office stationery and supplies.
• Perform other office-related duties to ensure smooth functioning of operations.

9. Professionalism & Communication Skills

• Maintain a positive attitude and professional demeanor at all times.
• Exhibit excellent verbal and written communication skills.
• Handle stressful situations calmly and efficiently.

Requirements:

• High school diploma or equivalent; a bachelor’s degree is a plus.
• Previous experience as a front office executive, receptionist, or customer service professional preferred.
• Strong interpersonal, communication, and organizational skills.
• Basic computer skills; familiarity with CRM software is a plus.
• Ability to multitask, work under pressure, and handle confidential information.
• Positive attitude, good voice and presentation, and problem-solving ability.

Job Type: Full-time

Experience:

• Front desk: 1 year (Preferred)

Language:

• English, Malayalam (Preferred)

Work Location: In person