Front Office Receptionist

To manage the front office operations efficiently and create a professional first impression for all visitors, clients, channel partners, vendors, and employees while ensuring smooth coordination and administrative support.

 CORE FUNCTIONAL HEADS

1. Reception & Visitor Management

Objective:

Ensure professional handling of all visitors and guests.

Responsibilities:

• Welcome and attend visitors, clients, and channel partners
• Maintain visitor entry records
• Coordinate meeting room arrangements
• Inform concerned employees about visitor arrival
• Ensure proper hospitality for guests

Deliverable:

✔ Professional front office experience

✔ Proper visitor coordination

2. Call Handling & Communication Management

Objective:

Manage incoming and outgoing communication effectively.

Responsibilities:

• Attend incoming calls professionally
• Transfer calls to concerned departments
• Take messages and ensure timely communication
• Handle enquiry calls related to projects

Deliverable:

✔ Prompt and professional communication

3. Administrative Coordination

Objective:

Support smooth office operations.

Responsibilities:

• Coordinate courier and dispatch activities
• Maintain office records and registers
• Support HR/Admin in routine tasks
• Assist in arranging meetings and conferences

Deliverable:

✔ Organized front office operations

4. Client & Sales Coordination

Objective:

Support sales and customer management teams.

Responsibilities:

• Coordinate with sales team for walk-in clients
• Maintain enquiry records
• Share brochures/forms with customers
• Coordinate customer appointments and site visits

Deliverable:

✔ Smooth customer handling process

5. Office Maintenance & Presentation

Objective:

Maintain a clean and professional reception area.

Responsibilities:

• Ensure reception and waiting area cleanliness
• Monitor office supplies at front desk
• Coordinate with housekeeping/admin team

Deliverable:

✔ Presentable office environment

6. Documentation & Data Management

Objective:

Maintain accurate records and documentation.

Responsibilities:

• Maintain visitor database
• File and organize documents
• Maintain inward/outward registers
• Prepare basic MIS reports if required

Deliverable:

✔ Proper documentation and records

🧠 SKILLS REQUIRED

Functional Skills:

• Front office management
• Call handling
• Basic MS Excel & Word
• Documentation & coordination

Behavioral Skills:

• Excellent communication skills
• Pleasant personality
• Professional etiquette
• Multitasking ability
• Customer handling skills