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Title
Text copied to clipboard!Front Desk Coordinator
Description
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We are looking for a Front Desk Coordinator to join our team and play a crucial role in managing our front office operations. The ideal candidate will be the first point of contact for our company, offering administrative support across the organization. You will handle the flow of people through the business and ensure that all front desk responsibilities are completed accurately and delivered with high quality and in a timely manner. Responsibilities include greeting guests, answering phones, handling company inquiries, and sorting and distributing mail. The Front Desk Coordinator must be an organized multitasker with excellent communication skills and an upbeat attitude. Candidates should be able to assist management and all visitors to the company by handling office tasks, providing polite and professional assistance via phone, mail, and e-mail, and generally being a helpful and positive presence in the workplace. To be successful in this role, you should have a solid understanding of office administration and basic bookkeeping practices. Superb written and verbal communication skills, as well as the ability to prioritize tasks and manage time effectively, are essential. We are looking for someone who is professional, polite, and attentive while also being accurate. They should always be prepared and responsive, willing to meet each challenge directly. The Front Desk Coordinator must be comfortable with computers, general office tasks, and excel at both verbal and written communication. Most importantly, the Front Desk Coordinator should have a genuine desire to meet the needs of others.
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 reception area is tidy and presentable, with all necessary stationery and material.
- 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.
- Update calendars and schedule meetings.
- 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 Front Desk Manager, Receptionist, 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!- How do you manage your tasks when the front desk becomes busy?
- Can you give an example of how you handled a difficult visitor or caller in the past?
- How do you ensure confidentiality in your work?
- What strategies do you use to manage stress in a front-facing role?
- How do you prioritize your tasks?
- What is your experience with office management software?
- How would you handle a situation where you are unable to answer a visitor's question?
- Can you describe a time when you improved a process at the front desk?