Need Help Crafting a Job Description for a Front Office Executive – Any Suggestions?

Hi All,

Can someone help me to design a job description for a front office executive?

Regards,
Gaurav

Dear Mr. Ashok,

Thank you for your response. I apologize for using the abbreviation "JD" for job description. I would appreciate it if you could assist me.

Regards,
Gaurav

Attached is a sample job description for a Front Office Executive.

Job Duties for a Front Office Executive

There are a lot of job duties for a front office executive. It depends on the company profile, so here is a list of job duties for your reference:

- Air Ticket / Visa Arrangements.
- Filing of Papers.
- Inventory of Coffee / Tea.
- Maintaining Attendance / Leave Records.
- Posting Absence list in Info Base.
- Maintaining Dinner register.
- Attending telephones in the EPBAX Phone.
- Cab Booking for Visitors.
- Updating Info Base and IBO contact List.
- Cab booking for late sitting employees.
- Checking Log book of Travera and Indicia.
- Verification of Monthly bills.
- Preparing personal call deductions (Mobile & Land Line).
- Checking Attendance of Security / Housekeeping Staff.
- Checking Log book (Bus).
- Housekeeping of office.
- Pest Control.
- Horticulture.
- Checking Incoming and Outgoing Materials.
- Gate Pass.
- Inventory of Mobile.

Please let me know if you need further assistance.

Dear Gaurav,

I would love to help you; however, I need to understand your business first.

Regards,
Anshuman Gupta

The front desk executive plays a very dynamic role. For convenience purposes, let's divide it into the following three categories:

Employee Services and Guest Relations
- Greet all guests courteously and make them comfortable while waiting at the reception.
- Ensure the upkeep and decorum at the reception area.
- Manage the incoming and outgoing call requests efficiently.
- Manage the messages.
- Manage the meeting room bookings and occupancy.

Administrative Duties
- Maintain and update the contact sheet.
- Manage travel arrangements, including hotels, car, air, road, and rail (bookings, bill checks, etc.).
- Handle requests for couriers and faxes.
- Manage incoming and outgoing mails (posts).
- Keep records/tracks for travel arrangements done, outgoing couriers, visitors' records, inventory, temporary IDs, etc.
- Coordinate office supplies.
- Coordinate office events as needed.
- Perform any other relevant duties that arise from time to time.

Vendor Management for stationers, travel agents, courier agents, and all allied third-party service providers

Supervisory Duties
- Supervise the housekeeping staff, security staff, gardeners, etc.
- Ensure office equipment is functioning properly, such as fax machines, printers, PABX systems, or whatever is in use in your office.
- Check bills pertaining to the front desk for accuracy and ensure timely payments.

Requirements for the Job
The front desk executive/admin executive should be courteous and polite in mannerism. They should possess a presentable personality and have a good command of the English language. They should project a sharp image of the company to guests and outsiders. They should have an attitude to serve and help people, know how to prioritize, have multitasking abilities, be a fast learner, and have a great presence of mind.

I guess this will sum it up holistically.

Thanks,

Amrita

Job Description

Title: Receptionist/Front Office

Department: _____________

Location: _____________

Reporting to: _____________

Number of Subordinates: _____________

Position Goals: To provide receptionist and front office duties in accordance with company policies, procedures, and processes. Achievement of the Key Performance Indicators and Service Level Agreement targets.

Duties and Responsibilities:
- Responsible for handling incoming and outgoing calls, including distribution, and demonstrating professional and polite responses in telephone interactions.
- Ensure personal presentation and adhere to the assigned uniform.
- Receive, inform, and guide visitors, including coordinating with employees.
- Maintain telephone registers, including call tracking.
- Prepare a database of client contacts and keep it updated.
- Maintain and upkeep the front office.
- Ensure availability and display of the latest magazines and newspapers, removing outdated materials.
- Ensure compliance with company management regulations and requirements.
- Provide assistance in general administrative activities and to the Help Desk as needed.
- Participate in Emergency Evacuation procedures, crisis management, and business continuity.
- Develop necessary policies and procedures within the scope of Reception functions.
- Act as a back-up to the Help Desk in emergencies or as required.
- Ensure availability of magazines/brochures in the company.
- Coordinate flower arrangements, utilize conference rooms, and work with the Facility team for event management.

Employee Specifications

Key Competencies:
- Experience in Front Desk and Back Office processes is required, with strong Administration Skills.
- Strong Customer Service focus.
- Excellent interpersonal skills and ability to interact with a wide range of client staff and demands.
- Knowledge of Occupational Safety requirements.
- Strong PC literacy and proven ability to manage daily activities using various systems.
- Demonstrated experience with continuous improvement initiatives is highly desirable.
- Demonstrated experience with client reporting and report preparation required.

Responsibilities for a Front Office Executive

1. Promptly, accurately, professionally, and courteously receive and assess all incoming telephone calls/inquiries and redirect the said call or message to its appropriate beneficiary.

2. Responsible for all courier services, including but not limited to passing the courier bills for payment and maintaining a continuous database for the same.

3. Maintain requisite supplies of medicines and other items in the first aid box. (This is typically maintained by facilities management or administration.)

4. Ensure that the reception area is kept neat, clean, and noiseless. The daily newspapers and periodicals should be properly placed, and the sofa covers should be clean and wrinkle-free.

5. Accountable for appointments and scheduling them properly on the days and times as directed. Also, book appropriate meeting rooms in advance to avoid last-minute inconvenience. (Only applicable for room bookings.)

6. Assist the HR department in verifying the attendance and leave records of the employees. (If HR insists, this needs to be handled by the front office. Otherwise, this may not be required to be done by the reception.)

7. Keep the immediate supervisor well-informed of all reportable activities and problems that are identified/potential problems; also recommend corrective actions at regular intervals.

8. Arrange for food and beverages for senior management guests and dignitaries on a case-by-case basis, after seeking appropriate approval.

9. Responsible for booking banquets, lunch, and dinner tables at restaurants or hotels as requested by clients or dignitaries. (Only if a request is given, otherwise done by the respective departments.)

10. Maintain confidentiality at all times regarding the organization's fiscal and personnel-related information.

11. Perform routine office tasks as necessary for the presentation of a professional office.

12. Manage housekeeping jobs in the reception area and its associated meeting/sick rooms.

13. Monitor all outsiders who come into and go out of the office and manage the reception area along with its associated meeting/sick rooms.

14. Ensure that all books, periodicals, and registers kept in the reception area are well-maintained and properly covered with brown paper.

15. Always maintain office decorum and a high degree of quality communication between the various parties concerned.

Regards