Front Office Representative

3 months ago

Halifax, Canada Signal Crew Comms Full time

**Position Title**: Front Office Representative
**Location**: Hallifax, NS
**Reports To**: Front Office Manager

**Job Summary**:
**Key Responsibilities**:
**Customer Service**: Greet and welcome visitors, clients, and employees with a warm and professional demeanor. Provide accurate information and address inquiries in a timely manner.
**Reception Duties**: Manage the front desk by answering incoming phone calls, directing calls to appropriate personnel, and taking messages as needed. Handle incoming and outgoing mail, packages, and deliveries.
**Appointment Scheduling**: Schedule and confirm appointments, meetings, and conference room bookings. Maintain an organized calendar and ensure proper communication of schedules.
**Administrative Support**: Assist with administrative tasks such as filing, data entry, and maintaining office supplies inventory. Prepare and distribute documents and correspondence as required.
**Security Management**: Ensure the front office is kept secure by monitoring visitor access and maintaining visitor logs. Follow all security procedures for data protection and privacy.
**Customer Assistance**: Assist customers with inquiries and direct them to the appropriate departments. Handle complaints and provide appropriate solutions, escalating issues when necessary.
**Record Keeping**: Maintain accurate and up-to-date records of visitors, appointments, and other relevant data. Ensure compliance with company policies and procedures.

**Qualifications**:
High school diploma or equivalent; associate or bachelor's degree in business administration or a related field is a plus.
Excellent verbal and written communication skills.
Strong organizational and multitasking abilities.
Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and familiarity with office equipment (e.g., fax machines, printers).
Professional appearance and attitude.
Ability to work independently and as part of a team.

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