Job Description

The Front Office/Administrative Assistant is responsible for managing the front desk operations and providing administrative support to ensure the smooth functioning of the office. This role involves greeting visitors, handling incoming calls, managing schedules, and performing various clerical tasks. The ideal candidate will be organized, personable, and capable of multitasking in a dynamic work environment.

Responsibilities

1. Reception Duties:

• Greet and welcome visitors in a professional and friendly manner.
  
  
• Answer, screen, and direct phone calls to appropriate staff members.
  
  
• Handle incoming and outgoing mail and packages.
  
  

2. Administrative Support:

• Provide general administrative and clerical support, including mailing, scanning, faxing, and copying.
  
  
• Maintain office supplies inventory and order supplies as needed.
  
  
• Prepare and modify documents, including correspondence, reports, drafts, memos, and emails.
  
  

3. Scheduling and Coordination:

• Manage and coordinate appointments, meetings, and conference room bookings.
  
  
• Assist in planning and organizing company events and meetings.
  
  
• Maintain calendars and schedule meetings for executives and staff.
  
  

4. Record Keeping and Documentation:

• Maintain and update filing systems, both electronic and physical.
  
  
• Ensure the confidentiality and security of office files and records.
  
  
• Assist with the preparation of reports and presentations as required.
  
  

5. Customer Service:

• Provide excellent customer service by addressing inquiries and resolving issues promptly.
  
  
• Assist clients and visitors with information and direct them to appropriate personnel.
  
  

6. Office Management:

• Ensure the reception area and office are clean, organized, and presentable.
  
  
• Assist in maintaining office equipment and report any malfunctions to the appropriate personnel.
  
  
• Implement office procedures and ensure adherence to company policies.
  
  

7. Communication:

• Communicate effectively with staff, clients, and vendors to relay information and resolve issues.
  
  
• Draft and distribute internal and external communications as needed.

Requirements

• High school diploma or equivalent; associate degree or higher in business administration or a related field (preferred).
  
  
• Proven experience as a front office assistant, administrative assistant, or in a similar role.
  
  
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and office equipment.
  
  
• Strong organizational and time-management skills.
  
  
• Excellent written and verbal communication skills.
  
  
• Ability to multitask and prioritize tasks effectively.
  
  
• Professional appearance and demeanor.
  
  
• Strong customer service orientation.

Competencies

• Organization: Keeps work area and materials organized and easy to access.
  
  
• Attention to Detail: Ensures accuracy and thoroughness in all tasks.
  
  
• Communication: Clearly conveys information and ideas through various channels.
  
  
• Time Management: Efficiently manages time and prioritizes workload.
  
  
• Customer Service: Provides courteous and effective service to clients and visitors.
  
  
• Teamwork: Works well with others to achieve common goals.

Benefits