About the job.

As a Front Office Assistant, you will be the first point of contact for our Company. Our Front Office Assistant’s duties include offering administrative support across the organisation. You will welcome guests and greet people who visit the Company. You will also coordinate front-desk activities, including distributing correspondence and updating the database of visitors walking in.

We require someone who is well organised, with a pleasant personality, as this is a customer service role. You should also be able to deal with emergencies in a timely and effective manner, while streamlining office operations. Multitasking and stress management skills are essential for this position. This role may require working in shifts, so flexibility is essential.

Key Responsibilities

• Greet, welcome and record guests’ details as soon as they arrive at the front office.
• Direct visitors to the appropriate department, individual and/or office.
• Answer, screen and forward incoming phone calls.
• Ensure the reception area is tidy and presentable, with all necessary stationery and materials at all times.
• Provide basic and accurate information in person and via phone/email.
• Receive, sort and distribute daily mail and/or deliveries.
• Ensure safety procedures are followed and control access via the reception desk (monitor logbook, issue visitor badges).
• Order front office supplies and keep an inventory of stock.
• Update calendars and schedule meetings.
• Keep updated records of all clients and/or all prospective buyers in Salesforce.
• Perform other clerical front office assistant duties such as filing and other duties assigned to from time to time.

Requirements

• Proven work experience as a front office assistant, front office representative or a similar role.
• Proficiency in Google Suite, experience with CRM is a plus.
• Hands-on experience with office equipment (e.g. computers, tablets, photocopiers and printers).
• Professional attitude and appearance.
• Solid written and verbal communication skills.
• Ability to be resourceful and proactive when issues arise.
• Excellent organisational skills.
• Multitasking and time-management skills, with the ability to prioritise tasks.
• Customer service attitude.
• A high school degree and additional certification in office management are a plus.