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Title
Text copied to clipboard!Front Desk Representative
Description
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We are looking for a Front Desk Representative to undertake all receptionist and clerical duties at the desk of our main entrance. You will be the “face” of the company for all visitors and will be responsible for the first impression we make. The ideal candidate will have a friendly and easy-going personality while also being very perceptive and disciplined. You should be able to deal with complaints and give accurate information. A customer-oriented approach is essential. The goal is to make guests and visitors feel comfortable and valued while on our premises. As a Front Desk Representative, you will be responsible for greeting and welcoming guests, answering questions and addressing complaints, keeping the front desk tidy and presentable with all necessary materials, and providing basic and accurate information in-person and via phone/email. You will also be responsible for receiving letters, packages, and distributing them, preparing outgoing mail by drafting correspondence, securing parcels, etc., and monitoring office supplies and placing orders when necessary. Additionally, you will keep updated records and files, take up other duties as assigned (travel arrangements, schedules, etc.), and ensure compliance with all company policies and procedures. The role requires excellent communication and people skills, good organizational and multitasking abilities, and proficiency in Microsoft Office Suite. Previous experience as a Front Desk Representative or relevant position is preferred. A high school diploma or equivalent is required; additional qualifications will be a plus.
Responsibilities
Text copied to clipboard!- Greet and welcome guests as soon as they arrive at the office
- Direct visitors to the appropriate person and office
- Answer, screen, and forward incoming phone calls
- Ensure the reception area is tidy and presentable, with all necessary stationery and material (e.g., pens, forms, and brochures)
- Provide basic and accurate information in-person and via phone/email
- Receive, sort, and distribute daily mail/deliveries
- Maintain office security by following safety procedures and controlling access via the reception desk (monitor logbook, issue visitor badges)
- Order front office supplies and keep inventory of stock
- Update calendars and schedule meetings
- Arrange travel and accommodations, and prepare vouchers
- Keep updated records of office expenses and costs
- Perform other clerical receptionist duties such as filing, photocopying, transcribing, and faxing
Requirements
Text copied to clipboard!- Proven work experience as a Receptionist, Front Office Representative, or similar role
- Proficiency in Microsoft Office Suite
- Hands-on experience with office equipment (e.g., fax machines and printers)
- Professional attitude and appearance
- Solid written and verbal communication skills
- Ability to be resourceful and proactive when issues arise
- Excellent organizational skills
- Multitasking and time-management skills, with the ability to prioritize tasks
- Customer service attitude
- High school degree; additional certification in Office Management is a plus
Potential interview questions
Text copied to clipboard!- Can you describe a time when you had to handle a difficult customer?
- How do you prioritize tasks when you have multiple things to do?
- What do you think is the most important quality for a Front Desk Representative?
- How do you handle confidential information?
- Can you provide an example of how you have improved a process in a previous role?
- How do you stay organized and ensure that your work area is always presentable?
- What experience do you have with office equipment and software?
- How do you handle stress and pressure in a fast-paced environment?
- Can you describe a time when you went above and beyond for a customer or colleague?
- What strategies do you use to ensure effective communication with team members and visitors?
