What are the responsibilities and job description for the Front Desk/Administrator position at Virtual?
We are seeking a friendly, organized, and detail-oriented individual to join our team as a Front Desk Administrator. The Front Desk Administrator will serve as the first point of contact for visitors, clients, and employees, providing exceptional customer service and administrative support. This role is critical in ensuring a positive and professional experience for all individuals interacting with our organization.
Responsibilities :
- Front Desk Operations : Greet visitors and guests with a warm and welcoming demeanor. Manage incoming calls, emails, and inquiries, directing them to the appropriate staff members or departments.
- Visitor Management : Register and sign in visitors, issue visitor badges, and notify employees of guest arrivals. Escort visitors to meeting rooms as needed and ensure adherence to security protocols.
- Administrative Support : Provide administrative assistance to various departments, including scheduling appointments, booking conference rooms, arranging travel accommodations, and preparing meeting materials.
- Mail and Package Handling : Receive, sort, and distribute incoming mail and packages. Prepare outgoing mail and packages for shipping, ensuring accurate postage and delivery.
- Office Supplies Management : Monitor and replenish office supplies, including stationery, printer supplies, and kitchen supplies. Coordinate with vendors and suppliers to ensure timely delivery and stock availability.
- Facilities Management : Maintain the cleanliness and organization of the reception area, lobby, and common areas. Coordinate with building management for maintenance and repairs as needed.
- Data Entry and Recordkeeping : Enter and update information in databases, spreadsheets, and other systems. Maintain accurate and up-to-date records of visitor logs, employee directories, and other relevant documents.
- Meeting and Event Support : Assist in the coordination and execution of meetings, conferences, and events, including room setup, audiovisual equipment setup, catering arrangements, and attendee coordination.
- Safety and Security : Monitor and enforce security procedures, including access control and visitor registration. Respond to emergencies and security incidents promptly and effectively.
- Ad Hoc Projects : Assist with special projects and tasks as assigned by management, demonstrating flexibility and willingness to contribute to the team's success.
