Front Office Assistant

The Front Office Assistant serves as the first point of contact for visitors and callers, providing exceptional customer service and maintaining a welcoming front desk environment. This role is responsible for managing front desk operations efficiently while supporting the administrative team to ensure the smooth execution of daily office activities.

Reports to: CFO

Primary Responsibilities and Duties:

• Answer, screen, and direct phone calls using a multi-line phone system.
• Manage incoming and outgoing mail, deliveries, and courier services.
• Maintain cleanliness and organization of the reception area.
• Maintain and update office records, files, and contact databases.
• Order and monitor office supplies inventory, placing orders as needed.
• Support administrative tasks such as data entry, document preparation, and filing.
• Uphold confidentiality and ensure sensitive information is handled appropriately.

Job Qualifications:

• High school diploma or equivalent; associate’s degree preferred.
• 1–2 years of experience in a front desk or administrative role, preferably in a professional setting.
• Excellent communication and interpersonal skills.
• Strong organizational and time management abilities.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
• Ability to handle multiple tasks and prioritize effectively in a fast-paced environment.
• Professional demeanor and appearance.

Preferred Skills

• Familiarity with office equipment (e.g., printers, copiers, fax machines).
• Knowledge of basic bookkeeping or customer service principles.

Physical Requirements:

• Office-based, typically standard business hours.
• May require occasional lifting of office supplies (up to 50lbs.occassionaly)
• Prolonged periods of sitting at a desk and working on a computer.
• Maintain regular attendance and timeliness as set forth within the work schedule designated by manager.

To perform the job successfully, an individual should demonstrate the following competencies to perform the essential functions of this position.

Operate with Integrity: Demand the highest ethical standards from self and others by setting an example of positive attitude and professionalism including appropriate work attire, communication with others, and treatment of staff and residents and maintaining a clean and orderly workspace.

Dependability: Consistent, punctual attendance at work; following instructions; responding to management direction and soliciting feedback to improve performance.

Self-Control: Ability to maintain composure, manage emotions, control anger and avoid aggressive behavior, even in very difficult situations.

Communication: Basic ability to read and write, ability to effectively convey information to others, apply active listening by taking the time to understand the points being made by employees and residents, being aware of others’ reactions, and understanding why they react as they do.

English Language: Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.

Time Management: The ability to integrate methods of time management to ensure the needs of residents are met, regular day-to-day tasks are completed while balancing any urgent situations that may arise.