Front and Back Office

Job Description

The Front and Back Office Executive is a versatile role that serves as the first point of contact for visitors and clients while also supporting the company’s operations through administrative and operational tasks. This position is crucial for ensuring the smooth functioning of both front-line and behind-the-scenes business processes.

Key Responsibilities:
• Reception Duties:
• Greet and welcome visitors in a friendly and professional manner.
• Answer, screen, and forward incoming phone calls.
• Maintain the reception area, keeping it clean and organized.
• Visitor Management:
• Register and direct visitors to the appropriate person or department.
• Issue visitor badges and maintain a log of all visitors.
• Ensure security procedures are followed.
• Administrative Support:
• Handle incoming and outgoing mail and courier services.
• Assist in scheduling appointments and meetings.
• Manage office supplies inventory and place orders as necessary.
• Assist in preparing documents, presentations, and correspondence.
• Handle scheduling, calendar management, and travel arrangements.
• Customer Service:
• Address client inquiries and resolve complaints in a timely manner.
• Provide information about the company and its services.
• Coordinate with other departments to ensure client needs are met.
• Address customer inquiries and provide information.
• Handle customer complaints and ensure timely resolution.
• Maintain customer records and update contact information.
• Data Management:
• Enter, update, and maintain data in various systems and databases.
• Ensure accuracy and completeness of information.
• Generate reports and perform data analysis as required.
• Operations Support:
• Assist in process improvement initiatives.
• Support project management activities and track progress.
• Coordinate with different departments to ensure seamless operations.
• Financial Support:
• Process invoices, payments, and expenses.
• Assist in budget preparation and financial reporting.
• Reconcile accounts and handle basic bookkeeping tasks.
• Keep records of office expenses and report them to the finance department.

Qualifications:
• High school diploma or equivalent; a Bachelor’s degree in Business Administration, Finance, or a related field is preferred.
• Proven experience as a Front Office Executive, Back Office Executive, or in a similar role.
• Proficiency in Microsoft Office Suite and database management.
• Excellent communication and interpersonal skills.
• Strong organizational and multitasking abilities.
• Customer service-oriented mindset.
• Strong analytical and problem-solving skills.
• Detail-oriented with strong organizational skills.