Front Office Assistant

Talentmate

As a Front Office Assistant, you will be the face and voice of our organization, providing superior service to our visitors and ensuring smooth operation of the front office. You will be responsible for welcoming guests, answering phone calls, managing schedules, and assisting with administrative tasks. Your role is pivotal in creating a positive first impression and ensuring all visitors feel welcomed and valued. Your excellent communication skills, attention to detail, and ability to multitask will contribute significantly to the team's efficiency and success. In addition to interacting with guests, you will handle coordination between departments, maintaining a high standard of customer service. Join us in this role and be a part of a vibrant, fast-paced environment where your administrative talents and positive attitude will be appreciated and make a difference in our daily operations.

Responsibilities

• Greet and welcome all visitors with a friendly and professional demeanor.
• Manage and direct incoming phone calls to the appropriate departments or personnel.
• Maintain the cleanliness and organization of the front office area.
• Assist in scheduling appointments, meetings, and maintaining calendars for staff.
• Ensure all visitors are logged accurately and issued the necessary security passes.
• Provide general administrative support, including data entry and filing.
• Coordinate with internal departments to convey messages and manage inquiries.
• Handle incoming and outgoing mail and distribute correspondence promptly.
• Monitor office supplies and place orders when necessary to ensure availability.
• Assist with arranging travel itineraries and accommodations for staff as needed.
• Respond to email inquiries and direct them to the appropriate departments.
• Serve as a point of contact for maintenance and office equipment issues.

Requirements

• High school diploma or equivalent required; associate's degree preferred.
• Previous experience in a front office or administrative role is desirable.
• Proven customer service skills with a focus on creating positive experiences.
• Proficient in using Microsoft Office Suite and office management software.
• Excellent verbal and written communication skills are essential.
• Strong multitasking abilities and attention to detail in a fast-paced environment.
• Ability to handle sensitive information with discretion and professionalism.