Front office executive

Job Summary: The Front Office Executive in Facilities is responsible for managing the front desk and providing administrative support within a facilities management department. They serve as the first point of contact for visitors, handle incoming calls, coordinate mail distribution, and assist with general administrative tasks. The Front Office Executive plays a crucial role in delivering excellent customer service and maintaining a professional and efficient front office environment.

Duties and Responsibilities:

Reception and Visitor Management:

• Greet visitors in a polite and professional manner, ensuring a positive first impression.

• Coordinate visitor sign-in processes and issue visitor badges as necessary.

• Respond to inquiries from visitors and direct them to the appropriate personnel or department.

• Provide assistance and guidance to visitors, ensuring their needs are met.

Incoming Call Handling:

• Answer incoming calls promptly and professionally, directing calls to the appropriate individuals or departments.

• Provide general information and assistance to callers or route calls to the appropriate personnel for further assistance.

• Assist with managing voicemail and forwarding messages to the relevant recipients.

Mail and Package Coordination:

• Receive, sort, and distribute incoming mail and packages to the appropriate recipients or departments.

• Coordinate outgoing mail and packages, including arranging couriers or postal services as required.

• Maintain accurate records and tracking systems for incoming and outgoing mail and packages.