Front Office Coordinator

Job description

We seek to hire a Front Office Coordinator who shall serve as the first point of contact for its clients, partners, and visitors. Reporting to the Office Manager, this role involves managing the front desk, handling calls and inquiries and providing administrative support to ensure efficient office operations. The ideal candidate will have excellent interpersonal skills, a professional demeanor and the ability to multitask in a fast-paced environment.

Main Duties and Key Responsibilities:

1. Front Desk Management
– Greet visitors, clients, and partners in a friendly and professional manner, creating a welcoming atmosphere.
– Ensure the reception area is clean, organized, and well-maintained to leave a positive impression on guests.
– Manage visitor log-in procedures and direct visitors to the appropriate staff member or meeting room.

2. Telephone and Communication Management
– Answer incoming calls promptly, providing information about our client’s services, and directing calls to the appropriate staff members.
– Handle inquiries via phone, email, and in-person, addressing client questions and scheduling appointments as needed.
– Take accurate messages and ensure they are delivered promptly to the relevant team members.

3. Administrative Support
– Assist with scheduling meetings, coordinating appointments, and organizing the calendar for the management team.
– Prepare and distribute company communications, newsletters, and informational materials as needed.
– Perform basic clerical tasks, including filing, photocopying, and scanning documents.

4. Client and Visitor Assistance
– Provide clients and visitors with necessary information about our client’s services and direct them to relevant resources.
– Assist with client intake and onboarding processes, ensuring they feel comfortable and informed about the services provided.
– Support clients in filling out any required forms or applications during their visit.

5. Office Supplies and Inventory Management
– Monitor and maintain office supplies inventory, including ordering supplies and keeping track of stock levels.
– Ensure that office equipment such as printers, copiers, and telephones are functioning properly and coordinate repairs when necessary.
– Collaborate with the Office Manager to manage supplier relationships and maintain an adequate supply of office essentials.

6. Data Entry and Records Management
– Maintain accurate and up-to-date records of client information, appointments, and inquiries in the company’s database.
– Assist with data entry tasks to support the administrative team in managing client records and internal documentation.
– Ensure confidentiality and security of all sensitive information handled at the front desk.

Qualifications, Experience, Exposure and Skills
– Education: Diploma or certificate in Office Administration, Business Studies, or a related field is preferred.
– Experience: 1+ years of experience in a front desk or customer service role, ideally within an office or consultancy environment.
– Strong verbal and written communication skills.
– Excellent organizational and multitasking abilities.
– Professional and friendly demeanor, with a commitment to providing outstanding customer service.
– Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
– Basic knowledge of office equipment (copiers, fax machines, etc.).

Key Performance Indicators (KPIs)
– Customer satisfaction based on feedback from clients and visitors.
– Accuracy and timeliness in handling calls, messages, and inquiries.
– Efficiency in managing office supplies and supporting office operations.
– Professional presentation and upkeep of the reception area.

Equal Opportunity Employer:

We are an equal opportunity employer, committed to creating an inclusive and diverse workplace. Qualified candidates from all backgrounds are encouraged to apply.

How to Apply:
Interested candidates should submit their cover letter, CV and qualifications in one PDF document to bmasrecruitment@gmail.com