Front Desk Officer

JOB SUMMARY

The Front Desk Officer plays a vital role in creating a professional and welcoming environment for clients, visitors, and employees. This position is responsible for managing front desk operations, coordinating administrative tasks, and ensuring smooth communication across departments. As the face of the company, the officer must embody professionalism, discretion, and efficiency.

KEY ACCOUNTABILITIES

• Welcome and assist clients, guests, and staff with professionalism and courtesy.
• Ensures that clients/visitors are looked after appropriately until they meet the required personnel.
• Manage a multi-line phone system: screen, route, and respond to calls appropriately.
• Act as the focal point of contact for the designated floor.
• Schedule meetings and maintain appointment calendars.
• Manage meeting room bookings in the designated floors and ensure that confirmations are sent to the requestor prior to the scheduled date.
• Ensure that the designated floor meeting room is well-arranged and set-up with the relevant office supplies and pantry services.
• Handle incoming and outgoing correspondence, including mail, packages, and emails.
• Monitor access control and ensure security protocols are followed (staff and visitors).
• Maintain a list of staff contacts/headcounts in the designated floor and share such information to the concerned staff, when necessary.
• Coordinate with internal departments for administrative support and office logistics. Provide clerical support, i.e., encoding, scanning, photocopying, faxing, filing, binding, laminating, and printing, to the assigned floors.
• Maintains office supplies, inventory and ensures that supplies requested are submitted on time.
• Ensures that office equipment is running smoothly and arrange for equipment repairs and maintenance, as required.
• Ensure the reception area is clean and organized, always reflecting the company's brand and standards.
• Check flower arrangements and ensure such arrangements are pristine and acceptable, and report any issues noted (where applicable).
• Maintain several company brochures, booklets, and magazines which are displayed in the waiting areas (where applicable).
• Assist with onboarding procedures for new employees (e.g., office supplies).
• Assist with driver booking requests for meetings and deliveries.
• Follow the lunch break timings and ensure a member is always present at the reception.
• Capable of replacing any Front desk officer on any floor within company premises.
• Demonstrate knowledge of basic First Aid and effectively carry out responsibilities as a Floor Safety Warden.

QUALIFICATIONS, EXPERIENCE AND SKILLS

• Minimum Qualifications: High School or Bachelors degree in Business Administration or other related discipline.
• Minimum Experience: Minimum 2 years of relevant experience in a front desk, administrative or customer service role in a corporate environment.

Job Specific Skills

• Excellent written and oral communication skills.
• Strong interpersonal and customer service abilities.
• High level of professionalism and discretion.
• Professional appearance and demeanor.
• Good problem-solving skills and initiative.
• Ability to multitask and manage time effectively.
• Attention to detail.
• Strong focus on customer care and collaborative teamwork, with ability to engage sensitively with individuals.
• Self-motivated.
• Demonstrates high standards of honesty and trustworthiness.
• Familiarity with corporate etiquette and confidentiality practices.
• Proficiency in Microsoft Office (Word, Excel, Outlook).