QSSR-UDL-FDO-FRONT DESK OFFICER

    

Job Title: Front Desk Officer    
Reports to: HR & Administration Manager
Grade:  UD 4    
Department:  Human Resources and Administration    
Section:    Administration    
        

Job Purpose:
To provide the oversight and direction for daily activities which include administrative and receptionist duties within the company including but not limited to managing incoming calls, scheduling appointments, coordinating meeting set-ups, and providing excellent customer service to both internal and external stakeholders.

Key Responsibilities and Job Dimensions

• Answer reception phone calls, while providing information to callers as needed and welcome, attend to all Company guests in a professional way.  
• Receive and distribute incoming mail, packages, and deliveries, and handle outgoing mail.
• Oversee effective utilization of company resources for accountability.
• Manage and coordinate appointments, meetings, and conference room bookings for staff and clients.
• Address and resolve general inquiries, complaints, or concerns from clients, visitors, or employees promptly.
• Maintain listing of physical location of fixed assets for traceability.
• Maintain clear and effective communication with internal departments, clients, and suppliers. 
• Direct visitors to the appropriate persons and office.
• Verify and ensure timely settlement of rental, utility, transport, communication and other administration bills for continuity of service.
• Manage scheduling, preparations and clean-up of Boardrooms/meeting rooms, Kitchen/break room and monitoring that, refreshments served for all meetings and catered lunch available where necessary. 
• Monitor the cleanliness and organization of the reception area and common spaces.
• Order office supplies like stationaries, etc... and keep inventory of stock.
• Update office travels and schedule driver’s trips
• Ensure safe custody of all office keys 
• Ensure UDL telephone facilities are functional for customer satisfaction.
• Maintain confidentiality of sensitive company information and employee matters.
• Performing ad-hoc HR& administrative duties when required 
• Ensure timely delivery of incoming mail and dispatch of outgoing mail and parcels for efficiency.
• Ensure efficient performance management to meet operational objectives and targets.
• Coordinate office services and maintenances 
• Support the CEO’s office from time to time 
• Perform all other duties as assigned by the HR & Admin Manager

 Decision Making/ Job Influence
The role is responsible for making decisions for the facility in terms of planning and allocation of resources and policy implementation.

Working Conditions
The role operates under normal working conditions

Job Competencies (Knowledge, Experience and Attributes / Skills).

Academic Qualifications
Bachelors Degree in Business Administration any other related course.

Professional Qualifications / Membership to professional bodies
N/A

Previous relevant work experience required
At least 4 years’ of experience as a Receptionist or in a similar customer service role, preferably in a corporate setting with 1 year in office administration.

Functional Skills:    

• Communication skills
• Supervisory skills
• Analytical skills
• Knowledge of building regulations and standards
• Negotiation skills
• Excellent Organizational skills 

Behavioral Competencies/Attributes:

• Interpersonal relations
• Integrity
• Confidentiality
• Ability to multitask
• Customer service attitude 
• Professional attitude and appearance 

Note: The deadline for the application is no later than Monday, February 3rd 2025. 
          Only shortlisted candidates will be contacted