Job Summary

The Front Desk Executive will serve as the first point of contact for all visitors, clients, and callers, creating a positive and professional impression of the company. This role requires a courteous, organised, and proactive individual who can manage a busy reception area while adhering to security and administrative protocols. The ideal candidate will demonstrate strong communication skills, attention to detail, and the ability to multitask effectively in a fast-paced environment.

Key Responsibilities

• Attend to visitors diplomatically and ensure that the reception area does not become crowded with staff or visitors.
• Maintain and adhere to the security, health, and safety protocols of the building before confirming and granting guests access to the office premises.
• Serve as the face of the company, offering friendly and professional service to those entering the building or calling the office.
• Receive visitors in a courteous and pleasant manner.
• Provide basic and accurate information in person, over the phone, and via email.
• Direct visitors to the appropriate floors or waiting areas.
• Ensure the reception area is kept clean, tidy, and free of clutter.
• Answer, screen, and direct telephone calls politely and professionally.
• Receive, sort, and record incoming mail and deliveries and forward them to the appropriate offices.
• Record and send outgoing correspondence as directed.
• Receive, register, stamp, and forward all correspondence to the appropriate officers.
• Manage the building log, documenting all individuals who enter and exit the premises.
• Order and monitor the usage of reception office supplies.
• Ensure the entrance door remains closed and is opened only when necessary.
• Make and receive official phone calls and record weekly account balances on phone lines.
• Prepare and maintain an up-to-date company telephone directory.
• Monitor the supply of newspapers and magazines, ensuring vendor compliance with control measures.
• Control the use of office phones and report excessive use by staff to the Group Head of Human Resources and Administration.
• Prepare drafts of letters and documents as needed and directed.
• Perform general administrative and clerical duties.
• Carry out all other duties that may be assigned from time to time.

Skill & Competency Requirements

• Excellent Communication Skills: Clear, confident, and professional verbal and written communication.
• Customer Service Orientation: Ability to create a welcoming environment and handle inquiries with patience and courtesy.
• Strong Organisational Skills: Ability to manage multiple tasks, prioritiseeffectively, and maintain a tidy work area.
• Attention to Detail: Accurate logging, documentation, and information handling.
•  Professional Appearance and Demeanour: Presentable, polite, and composed at all times.
• Time Management: Ability to work efficiently and meet deadlines in a fast- paced environment.
• Proficiency in Office Software: Good working knowledge of Microsoft Office (Word, Excel, Outlook).
• Tele Basic Administrative Skills: Filing, record-keeping, drafting documents, andmanaging mail.
• Problem-Solving Ability: Able to handle unexpected situations and provide quick, practical solutions.
• Discretion & Confidentiality: Ability to handle sensitive information appropriately.
• Security Awareness: Understanding of access control and safety procedures.