We are seeking a proactive and highly organized Front Office Coordinator to manage our reception area and support the day-to-day operations of a multifunctional group of companies. The ideal candidate will be the first point of contact for clients, visitors, and employees, ensuring smooth communication and efficient front office operations. This role requires exceptional customer service skills, attention to detail, and the ability to multitask in a fast-paced environment. You will be responsible for maintaining a professional atmosphere while providing administrative support across various departments.

Reception Duties:

• Greet and welcome visitors, clients, and staff in a warm, friendly, and professional manner.
• Answer, screen, and direct incoming calls to appropriate departments.
• Handle inquiries, providing accurate information about company services and departments.
• Maintain security by issuing visitor badges and tracking entries and exits.

Administrative Support:

• Manage the scheduling and coordination of meetings, conference calls, and appointments for staff across different departments.
• Ensure the reception area, conference rooms, and meeting spaces are tidy, organized, and well-stocked.
• Receive, sort, and distribute mail, packages, and deliveries.
• Assist in preparing and editing correspondence, reports, and presentations.

Office Coordination:

• Maintain and order office supplies, ensuring all necessary equipment and supplies are available.
• Assist in the coordination of internal events, training sessions, and client meetings.
• Liaise with building management, service providers, and vendors to ensure smooth operations of office facilities.
• Coordinate travel arrangements and accommodations for staff as required.

Data Management:

• Maintain accurate records of employee attendance, incoming/outgoing communication logs, and other administrative tasks.
• Assist HR with onboarding new employees, including preparing documents, setting up workspaces, and conducting office tours.
• Update and manage the company’s internal directories, contact lists, and calendars.

Customer Relations:

• Act as a bridge between clients and departments, ensuring excellent customer service and timely responses to inquiries.
• Handle client feedback and escalate concerns or issues to relevant departments.

Additional Responsibilities:

• Collaborate with other departments on special projects and initiatives to improve office efficiency and team coordination.
• Support the executive team with other administrative tasks as needed.

• Bachelor’s Degree or Diploma in Business Administration, Office Management, or a related field is preferred.
• 2+ years of experience in a front office or administrative role, preferably within a group or multifunctional company setting.
• Strong organizational and time management skills, with the ability to multitask and prioritize.
• Exceptional verbal and written communication skills.
• Proficiency in MS Office (Word, Excel, PowerPoint, Outlook).
• Strong attention to detail and problem-solving skills.
• Ability to maintain a high level of professionalism and confidentiality.
• Excellent customer service and interpersonal skills.