We are seeking an organized, friendly, and professional Front Office Manager / Receptionist to be the first point of contact for our clients, visitors, and staff. This position requires exceptional communication skills, a customer-focused attitude, and strong organizational capabilities to manage the day-to-day operations of the front office. The Front Office Manager / Receptionist will be responsible for handling administrative duties, providing excellent customer service, and maintaining a positive office atmosphere.

Key Responsibilities:

• Customer Service & Reception:
• Greet and welcome visitors, clients, and employees in a friendly and professional manner.
• Answer and direct phone calls to the appropriate person or department.
• Manage incoming emails and inquiries, ensuring timely responses.
• Administrative Support:
• Manage and maintain the front office area, ensuring it remains clean, organized, and presentable.
• Handle office supplies inventory and coordinate with vendors for restocking.
• Assist in scheduling appointments, meetings, and conference room bookings.
• Provide administrative support to various departments as needed, including filing, document preparation, and general office assistance.
• Basic report writing and newsletter circulation.
• Prepare meeting agendas, take minutes and follow up on action items to ensure progress and accountability.
• Office Operations Management:
• Coordinate with other departments to ensure the smooth operation of office functions.
• Maintain office security by ensuring all office protocols are followed and that guests are logged appropriately.
• Assist with managing office equipment and troubleshooting minor technical issues.
• Booking and Managing social events and reservations for the management team.
• Communication & Coordination:
• Act as the primary liaison between staff, clients, and visitors, ensuring clear and professional communication at all times.
• Maintain the office calendar and schedule internal and external meetings.
• Distribute mail and packages and handle general office correspondence.
• Billing and Data Entry:
• Assist in basic bookkeeping and data entry tasks, including client billing, invoicing, and filing.

Qualifications:

• High school diploma or equivalent; a degree in office administration or related field is a plus.
• Proven experience as a receptionist, front desk manager, or in a similar role.
• Excellent communication and interpersonal skills, both written and verbal.
• Strong organizational skills and ability to multitask in a fast-paced environment.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and general office equipment.
• Ability to maintain confidentiality and handle sensitive information appropriately.
• Strong attention to detail and a proactive attitude.
• Professional appearance and demeanour.

Preferred Qualifications:

• Experience in a managerial or supervisory capacity within a front office or receptionist role.
• Knowledge of office management systems and procedures.
• Familiarity with basic accounting software or systems for billing and invoicing.

Physical Requirements:

• Ability to sit or stand for extended periods.
• Occasional lifting of office supplies (up to 20 lbs)