Front of Office Administrator
Front of Office Administrator
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Not Disclosed
Salary Not Disclosed
1 Vacancy
Job Description
To be the first point of contact for all visitors and callers providing a welcoming and professional experience. The Front of Office Administrator is responsible for managing the front reception area handling administrative tasks directing inquiries and ensuring the smooth operation of reception services. This role also involves specific responsibilities related to donation processing diary management and maintaining a wellorganized and presentable reception environment.
Skills :
Front Desk Management:
- Greet and welcome all visitors in a professional and courteous manner.
- Determine the purpose of their visit and direct them to the appropriate person or department.
- Manage the visitor signin and signout process ensuring security protocols are followed.
- Answer and direct incoming telephone calls promptly and efficiently taking accurate messages when necessary.
- Manage the reception area ensuring it is tidy presentable and reflects a positive image of the organization.
Administrative Support:
- Provide general administrative and clerical support.
- Prepare correspondence memos and other documents as required.
- Manage incoming and outgoing mail including sorting distributing and preparing items for postage. This includes the inbox.
- Order and maintain adequate levels of office stationery and supplies.
- Arrange and track courier services for the organisation.
Parcel Management:
- Receive log and distribute incoming parcels and deliveries.
- Notify recipients of parcel arrivals.
- Prepare outgoing parcels for collection by couriers.
Query Referral:
- Listen attentively to inquiries and provide accurate information where possible.
- Identify the appropriate person or department to handle specific queries and direct the enquirer accordingly.
- Follow up on referred queries to ensure they are addressed.
Donation Process Management:
- Receive and acknowledge donations according to established procedures.
- Maintain accurate records of donations ensuring confidentiality and compliance.
- Prepare donation acknowledgements and receipts.
- Assist with any administrative tasks related to fundraising or donor relations as required.
Diary Management:
- Manage and coordinate appointments and meetings for designated individuals or departments.
- Maintain electronic and/or paperbased diaries ensuring accuracy and avoiding conflicts.
- Send out meeting reminders as necessary.
Refreshments:
- Organise and manage the provision of refreshments for meetings and visitors as required.
- Ensure kitchen/refreshment areas are clean and wellstocked.
Meeting Room Management:
- Manage the booking and scheduling of meeting rooms.
- Ensure meeting rooms are set up appropriately with necessary equipment and supplies.
- Coordinate any catering or technical requirements for meetings.
- Ensure meeting rooms are clean and tidy after use.
Health and Safety:
- Participate in safety forums and attend relevant training/programmes
- Report all safety incidents to the relevant people
- Comply with safety policies and procedures
- Wear protective clothing (where applicable) at all times
Employment Type
Full Time
