Office Secretary cum Front office Executive

Job Description:

Job Summary: We are seeking a dynamic and organized Office Secretary cum Front Office to manage our front desk and provide administrative support. The ideal candidate will be the first point of contact for visitors and clients, ensuring a positive and professional image of the company. This role requires excellent communication skills, a friendly demeanor, and the ability to multitask efficiently.

Key Responsibilities:

• Front Office Management:
  • Greet and welcome visitors and clients with a warm and professional demeanor.
  • Answer, screen, and direct incoming phone calls to the appropriate departments or personnel.
  • Manage the reception area, ensuring it is tidy, presentable, and equipped with necessary materials (e.g., brochures, forms).
  • Coordinate front-desk activities, including distributing correspondence and redirecting phone calls.
• Administrative Support:
  • Perform clerical duties such as filing, photocopying, scanning, and faxing documents.
  • Schedule and organize appointments, meetings, and conference calls.
  • Assist in preparing reports, presentations, and correspondence.
  • Handle incoming and outgoing mail and courier services.
  • Maintain office supplies inventory and place orders as needed.
• Customer Service:
  • Provide basic and accurate information in-person and via phone/email.
  • Address and resolve customer inquiries and complaints in a timely and professional manner.
  • Facilitate effective communication between customers and office staff.
• Data Management:
  • Maintain and update company databases, ensuring accurate and up-to-date records.
  • Assist with data entry tasks and generate reports as required.
• Event Coordination:
  • Assist in organizing company events, meetings, and workshops.
  • Coordinate logistics for internal and external events.

Qualifications:

• High school diploma or equivalent; additional qualifications as an Administrative Assistant or Secretary will be a plus.
• Proven experience as a front desk representative, office secretary, or in a similar role.
• Proficiency in MS Office (Word, Excel, PowerPoint) and familiarity with office equipment (e.g., fax machines, printers).
• Excellent communication and interpersonal skills.
• Strong organizational and multitasking abilities.
• Customer service orientation.