Front Office Manager

Responsibilities: Greeting Visitors & Guests Welcome clients, guests, and vendors. Offer refreshments and direct them appropriately. Phone & Email Handling Answer and route incoming calls. Respond to and forward emails. Take accurate messages when needed. Appointment & Schedule Management Maintain calendars for executives or service professionals. Book and confirm appointments. Send reminders to clients or staff. Visitor Management Maintain a log of visitors. Issue visitor badges or passes. Ensure sign-in/sign-out protocols are followed. Administrative Support Document Handling Manage incoming/outgoing mail and couriers. File documents physically or digitally. Photocopying, scanning, and printing as required. Data Entry & Records Update databases and CRM systems. Maintain records of bookings, inquiries, or client details. Stationery & Office Supplies Monitor and manage inventory of supplies. Raise requisitions and coordinate with vendors. 🧾 Billing & Payments Handle basic invoicing and receipts. Accept payments and issue bills with billing software. Coordinate with accounts team for follow-ups. 🧼 Front Desk & Common Area Maintenance Ensure the reception area is clean, presentable, and well-stocked. Monitor lighting, AC, and seating for visitor comfort. 🤝 Interpersonal Duties Communicate professionally and empathetically. Handle customer inquiries, complaints, or escalations calmly. Maintain confidentiality of client or patient information. 🖥️ Technical Tools Often Used Telephone systems (PBX) MS Office (Word, Excel, Outlook) Scheduling software or appointment systems CRM or ERP platforms Visitor Management Systems