The Front Desk/Office Support reports to the HR/Admin Manager and is the first point of contact for our company. The front desk officer’s responsibilities include duties include offering administrative support across the organization, welcoming guests and receiving visitor.

Duties and responsibilities

• Greet and welcome guests as soon as they arrive at the office
• Direct visitors to the appropriate person and office
• Answer phone calls and redirect them when necessary
• Serve as the face of the company, offer friendly service to those entering the building or calling in on the phone.
• Maintain the reception area, keep it clean and free of clutter and ensure the ambience.
• Prepare and disseminate correspondence, memos and forms
• File and update contact information of employees, customers, suppliers and external partners
• Support other units where necessary
• Develop and maintain a filing system for the vehicle documents including proper tagging and storage of vehicle keys
• Check frequently the levels of office supplies and place appropriate orders.
• Ensure reception area is tidy and presentable, with all necessary stationery and material (e.g. pens, forms and brochures)
• Provide basic and accurate information in-person and via phone/email
• Maintain office security by following safety procedures and controlling access via the reception desk (monitor logbook, issue visitor badges)
• Update calendars and schedule meetings/appointments. Take minutes, prepare and disseminate reports after each meeting to all attendees.
• Arrange travel and accommodations, and prepare vouchers.
• Keep updated records of office expenses and costs and hand in weekly imprest reports.
• Perform other clerical duties such as typing, filing, photocopying, printing, data entry, etc.
• Manage the building log visitors entering and exiting the building.
• Accept deliveries and mail, organize and distribute to the correct recipients in a timely manner while also handling outgoing mails and dispatch.
• Others duties as assigned.

Requirements

• Minimum of HND/BSc
• 1-3 years experience
• Must be smart and intelligent
• Must be able to read and write
• MS office proficiency
• Must reside around Maryland axis