Front Office Job Opening in Kannur

A front office job in Kannur, similar to other locations, typically involves tasks related to managing the front desk, handling administrative duties, and providing customer service. Here's a comprehensive job description for a front office position: Reception Duties: Greeting visitors, clients, and guests in a courteous and professional manner as they arrive at the office. Directing them to the appropriate personnel or meeting rooms and ensuring their needs are addressed promptly. Answering Phones: Managing incoming calls and directing them to the appropriate departments or individuals. Taking messages accurately and relaying important information to relevant staff members in a timely manner. Appointment Scheduling: Coordinating appointments, meetings, and reservations for clients, staff, and management using scheduling software or manual systems. Ensuring that schedules are organized and updated regularly. Administrative Support: Providing administrative assistance to various departments as needed, including data entry, filing, photocopying, and scanning documents. Assisting with the preparation of reports, presentations, and correspondence. Email Correspondence: Handling incoming emails, inquiries, and requests from clients, vendors, and staff members. Responding to emails promptly and professionally, or forwarding them to the appropriate individuals for further action. Visitor Management: Monitoring visitor access and issuing visitor badges or passes as required. Ensuring that all visitors sign in and out of the premises according to security protocols. Mail Handling: Sorting and distributing incoming mail and packages to the appropriate recipients. Preparing outgoing mail for postage and coordinating courier services as needed. Facilities Management: Overseeing the maintenance and cleanliness of the front office area, including reception counters, waiting areas, and meeting rooms. Reporting any maintenance issues or facility-related concerns to the relevant personnel for resolution. Customer Service: Providing excellent customer service to clients, guests, and visitors by addressing their inquiries, concerns, and requests promptly and professionally. Acting as a primary point of contact for all front office-related matters. Information Dissemination: Disseminating important information, announcements, or updates to staff members and visitors as directed by management. Ensuring that information boards, brochures, and other materials are current and well-maintained. Confidentiality: Handling sensitive information with discretion and maintaining confidentiality at all times, especially when dealing with client or employee records, financial data, and other confidential materials. Emergency Response: Being prepared to respond to emergencies or security incidents by following established protocols and procedures. Notifying appropriate personnel and taking appropriate action to ensure the safety and security of staff and visitors. Team Collaboration: Collaborating with other administrative staff, department heads, and management to ensure smooth operations and effective communication across the organization. Providing support and assistance to colleagues as needed. Technology Proficiency: Demonstrating proficiency in using office equipment, such as computers, printers, fax machines, and multi-line phone systems. Familiarity with basic software applications, including word processing, spreadsheets, and email programs. A front office job in Kannur requires excellent communication skills, organizational abilities, attention to detail, and a customer-focused approach to provide efficient and professional front desk services