Acclime is seeking a friendly, organized, and professional Receptionist/Front Office Assistant to manage daily front desk operations, greet visitors, answer inquiries, and provide administrative support. The ideal candidate is customer-focused, detail-oriented, and comfortable handling multiple tasks in a fast-paced environment. The Receptionist/Front Office Assistant serves as the face of the company and supports smooth business operations by coordinating communication, managing records, and assisting staff and guests.
Key Responsibilities
Guest & Visitor Management
- Greet visitors, clients, and employees with a friendly, professional demeanour.
- Check in guests, verify appointments, and notify the appropriate staff.
- Maintain a clean and organized reception area.
- Provide directions, answer general inquiries, and assist with visitor needs.
- Offers beverage/coffee to guests where necessary.
Phone & Communication Support
- Answer incoming calls, respond to messages, and route calls to the appropriate departments.
- Manage company email inboxes or communication channels as needed.
- Provide accurate information regarding company services, hours, and procedures.
Administrative & Clerical Duties
- Schedule and confirm appointments or meetings.
- Assist with filing, scanning, copying, and data entry tasks.
- Receive and distribute mail, packages, and deliveries.
- Maintain office supplies and notify management when inventory is low.
- Support staff with administrative works as needed.
Recordkeeping & Documentation
- Maintain visitor logs, reports, or internal documents.
- Update databases, calendars, and contact lists accurately.
- Ensure confidentiality of sensitive information at all times.
Customer Service & Problem Resolution
- Handle inquiries and resolve minor concerns efficiently.
- Escalate complex issues to line manager or the appropriate departments.
- Provide exceptional customer service to enhance the guest experience.
Operational Support
- Support meeting room scheduling and preparation.
- Coordinate with other departments to ensure smooth daily operations.
Skills & Qualifications
- Excellent communication and interpersonal skills.
- Strong organizational and multitasking abilities.
- Professional appearance and positive attitude.
- Ability to maintain confidentiality and handle sensitive information.
- Proficient with Microsoft Office (Word, Excel, Outlook)
- Comfortable learning new software, scheduling tools, or phone systems.
- Strong problem-solving skills and attention to detail.
Education & Experience Requirements
- Higher secondary education: communication or front office management degree preferred.
- Previous receptionist, front desk, or administrative experience for at least 2 years preferred.
- Customer service experience in an office or corporate service environment is a plus.
This job description is intended to provide a general overview of the position and does not encompass all responsibilities and qualifications. Duties may evolve to meet the changing needs of the organization.
