Front Office Administrator

We are seeking to recruit a Front Office Administrator to join our expanding team. Reporting directly to the Head of Administration, the Front Office Administrator will serve as the primary point of contact for clients, visitors, and staff, ensuring a warm and professional front office experience. This role requires exceptional organizational skills, attention to detail, and a commitment to handling sensitive and confidential information with the utmost discretion.

Key Responsibilities:

Client and Visitor Interaction

• Greet clients, visitors, and staff in a warm and professional manner
• Manage and coordinate visitor check-ins

Telephone and Email Management

• Answer and route incoming calls promptly and professionally and relay messages accurately
• Respond to general inquiries via email and forward specific inquiries to the appropriate departments

Scheduling and Coordination

• Manage conference room bookings and prepare meeting spaces as required
• Coordinate appointments and maintain calendars for senior staff as needed

Administrative Support

• Handle incoming and outgoing mail and courier services
• Maintain and update client and visitor records
• Provide administrative support to other departments, including filing, photocopying, reporting and document preparation

Office Management

• Ensure the reception area is tidy, organized, and professional in appearance
• Monitor and order office supplies, ensuring the front office is adequately stocked
• Assist with the coordination of office maintenance and repairs

Qualifications and Skills:

• Previous experience in a receptionist or front-office role, preferably in a legal or professional services environment
• Excellent verbal and written communication skills
• Strong interpersonal skills with the ability to interact effectively with clients, staff, and external stakeholders
• Proficiency in office software (e.g., Microsoft Office Suite) and phone systems
• Ability to multitask and prioritize workload in a fast-paced environment
• Professional appearance and demeanor