Front Desk Administrator

Planned Companies –Front Desk Administrator – Job Description

Location: Bethesda, MD

Schedule:  Full Time: Monday-Friday 8am-4pm

Pay Rate: $32.00 

Summary

The Front Desk Administrator serves as the first point of contact for clients, visitors, and employees, ensuring a welcoming and professional environment. Responsibilities include managing front desk operations, handling incoming calls, scheduling appointments, and providing administrative support to various departments. The ideal candidate should have excellent communication skills, a friendly demeanor, and the ability to multitask efficiently.

Primary Job Responsibilities:

1. Welcoming and Assisting Guests

• Create a positive and professional first impression for all guests.
• Stand to greet guests.
• Use the guest’s last name when greeting them upon arrival or addressing them.

1. Professional Appearance:

• Always ensure a neat and professional appearance.
• Always wear appropriate attire.
  1. Black or blue suit, white collared shirt
  2. Black shoes (no sneakers of any kind permitted)

1. Greet each guest with a friendly demeanor. Use phrases such as:
   • Good morning/afternoon, welcome to [Company Name]. How may I assist you today?"
2. Visitor Registration:
   • Verify guests’ appointments using the visitor log or calendar.
   • Ensure guests sign in (if required) and provide them with any necessary identification badges.
3. Communication:
   • Use clear, polite, and professional language in all interactions.
   • Be attentive and address guests’ needs promptly.
   • Check in with guests who have been waiting for extensive periods of time
4. Waiting Area:
   • Direct guests to the waiting area if the host is not immediately available.
   • Offer amenities such as water, coffee, or tea if appropriate.

 Reserving and Managing Conference Rooms

Ensure the efficient and seamless scheduling and preparation of conference rooms for executives and guests.

• Log into Robin software and verify room availability for requested dates and times.
• Enter reservation details, including: 
  1. Name of the host or meeting organizer.
  2. Meeting purpose (optional, if required for internal tracking).
  3. Duration of the meeting.
  4. Special requirements, such as A/V equipment or catering.
  5. Confirm the reservation with the requestor and provide details as needed.

1. Room Preparation:
   • Verify that rooms are clean, organized, and stocked with necessary supplies (e.g., pens, notepads, water).
   • Test all A/V equipment in advance to ensure functionality.
2. Cancellations or Changes:
   • Promptly update the calendar to reflect any changes or cancellations.
   •  Notify relevant parties about the updates.

Schedule Conflict Resolution

If scheduling conflicts arise, consult with involved parties to find an acceptable   alternative. Use Robin’s scheduling features to suggest available options.

Confidentiality Guidelines

Protect sensitive information and uphold the firm’s privacy standards.

1. Visitor Privacy
   • Do not share guest details or meeting schedules with unauthorized individuals.
   • Ensure all visitor logs and related documents are securely stored
   • Avoid discussing confidential company matters in public or shared spaces.
2. Secure Systems:
   • Log out of Robin software and other systems when not in use.

Requirements:

• High School Diploma or Equivalent – A degree in Business Administration or a related field is a plus.
• Experience – Previous experience in a front desk or administrative role is preferred.
•  Communication Skills – Excellent verbal and written communication skills.
• Customer Service Skills – Strong customer service orientation with a friendly and approachable demeanor.
• Organizational Skills – Ability to manage multiple tasks efficiently and prioritize work.
• Technical Proficiency – Familiarity with office equipment and proficiency in Microsoft Office Suite (Word, Excel, Outlook).
• Problem-Solving Skills – Ability to handle unexpected situations and provide solutions promptly.
• Professional Appearance – Maintaining a professional appearance and demeanor at all times.
• Time Management – Strong time management skills to ensure tasks are completed on time.
• Confidentiality – Ability to handle sensitive information with discretion and maintain confidentiality.

“Planned Companies is an equal opportunity employer. Planned Companies does not discriminate on the basis of race, sex, color, religion, age, national origin, marital status, disability, veteran status, genetic information, sexual orientation, gender identity, or any other reason prohibited by law in the provision of employment opportunities and benefits.”

Salary : $32