Front Office Assistant

Client of Talentmate

A Front Office Assistant plays a pivotal role in ensuring the smooth operation of the office by managing front desk activities and providing exceptional service to clients, visitors, and internal staff members. This position requires excellent interpersonal skills, a professional demeanor, and the ability to multitask within a dynamic environment. The Front Office Assistant is responsible for greeting guests, managing appointments, handling phone calls, and supporting various administrative functions. As the first point of contact, the individual in this role is crucial in creating a positive first impression and maintaining an organized and welcoming atmosphere. They are also responsible for liaising with other departments, maintaining office supplies, and assisting with event coordination if needed. This role demands a proactive approach, ensuring all tasks are completed efficiently while supporting the overall efficiency of the office.

Responsibilities

• Greet and direct visitors with professionalism and a welcoming demeanor.
• Manage and coordinate incoming phone calls and redirect them accordingly.
• Keep the reception area tidy and presentable with necessary stationery and materials.
• Schedule and manage appointments, meetings, and conference room bookings.
• Assist with basic clerical tasks such as photocopying, scanning, and filing documents.
• Ensure all incoming and outgoing mail and packages are handled efficiently.
• Coordinate with vendors and service providers, ensuring timely deliveries and services.
• Collaborate with team members to oversee office supply stock and reorder as necessary.
• Support administrative tasks for various departments as required by the office manager.
• Handle guest inquiries and provide information accurately regarding the office operations.
• Maintain security by managing access to the office and logging visitor entries.
• Assist in coordinating and executing office events, meetings, and other functions.

Requirements

• High school diploma or equivalent; additional certification a plus.
• Proven work experience as a Front Office Assistant or similar role.
• Proficient in Microsoft Office Suite and experience with office equipment.
• Strong communication and interpersonal skills with a customer service focus.
• Excellent organizational and multitasking abilities in a fast-paced environment.
• Attention to detail with problem-solving and time-management skills.
• Ability to handle sensitive information with the utmost confidentiality and discretion.