Front Desk Officer at Outsource Company

Job Summary:

As an Office Receptionist, you will be the first point of contact for visitors and clients to our organization. You will be responsible for creating a positive and welcoming atmosphere, providing exceptional customer service, and managing various administrative tasks to ensure the smooth operation of the office. This role plays a crucial part in maintaining a professional and efficient front desk.

Key Responsibilities:

• Greet Visitors: Welcome and greet visitors, clients, and employees in a friendly and professional manner. Ensure a warm and inviting atmosphere in the reception area.
• Answer and Direct Calls: Handle incoming phone calls, transfer calls to the appropriate individuals or departments, and take messages as needed.
• Manage Front Desk: Maintain a neat and organized front desk area. Ensure that office supplies are stocked, and the reception area is presentable.
• Check-In and Registration: Register visitors and provide access badges as required. Ensure all visitors sign in and follow security protocols.
• Customer Service: Provide excellent customer service, addressing inquiries, and assisting visitors with their needs. Be prepared to offer general information about the organization.
• Appointment Scheduling: Assist in scheduling and managing appointments for employees and meeting rooms as necessary.
• Support office personnel with visitor requirements including refreshments etc..
• Mail and Package Handling: Receive, sort, and distribute incoming mail, packages, and deliveries. Prepare outgoing mail and packages.
• Maintain Visitor Logs: Keep detailed records of visitors and their purpose for visiting the organization, as well as maintaining confidentiality as needed.
• Security Awareness: Monitor security cameras and follow safety and security procedures. Report any security concerns or incidents to appropriate personnel.
• Administrative Support: Provide general administrative support to various departments as needed, including photocopying, scanning, and data entry tasks.
• Maintain Knowledge: Stay informed about company policies, personnel, and events to answer inquiries accurately.

Qualifications:

• High school diploma or equivalent; additional education or training in office administration is a plus.
• Previous experience in a similar role or customer service experience is preferred.
• Proficiency in using office equipment, such as multi-line phone systems, printers, and scanners.
• Strong interpersonal and communication skills, both written and verbal.
• Excellent organizational and multitasking abilities.
• Professional appearance and demeanor.
• Familiarity with Microsoft Office Suite or other office software.
• Ability to maintain confidentiality and handle sensitive information.