The front desk executive plays a very dynamic role. For convenience purpose lets divide it into the following 3 categories
employee services and guest relations
Greet all guest courteously and make them comfortable while waiting at the reception
Ensure the upkeep and decorum at the reception area
Manage the incoming and outgoing calls requests efficiently
Manage the messages
Manage the meeting room bookings and occupancy
Administrative duties
Maintain and update contact sheet
manage the travel arrangements, including hotels, car, air, road and rail etc (bookings, bill checks etc)
manage the requests for couriers and faxs
Incoming and outgoing mails (posts)
record keeping / tracks for travel arrangements done, outgoing couriers, visitors records, inventory, temporary IDs etc.
Coordinate for office supplies
coordinate for office events as the need be
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
Supervising the housekeeping staff, security staff, gardeners etc
Supervise if the office equipments are working in order like fax m/c, printer, PABX system or whatever is in use in your office etc.
Check bills pertaining to 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
Should possess a presentable personality and good command over english language
Should hold and manifest a sharp image of the company to the guests and outsiders.
should possess an attitude to serve and help people
should know the skill to prioritse
multi tasking ability
Fast learner and should have a great presence of mind.
I guess this will sum it up holistically.
Thanks
Amrita