Front Desk Officer

Responsibilities:

Reception & Visitor Management:

• Welcome and attend to visitors, customers, suppliers, and other stakeholders professionally.
• Identify visitors and direct them to the appropriate department or employee.
• Maintain an accurate visitor register and ensure compliance with company access procedures.
• Notify relevant employees when their visitors arrive.
• Ensure that the reception area remains clean, organized, and presentable at all times.
• Provide basic information about Evergreen Consumer Products and its products when required.

Telephone & Communication Management:

• Answer and direct incoming telephone calls professionally.
• Take accurate messages and ensure they reach the appropriate employee.
• Handle basic customer and supplier enquiries and escalate matters when necessary.
• Monitor the company's official front-desk communication channels.
• Maintain proper telephone etiquette at all times.

Customer & Supplier Support:

• Receive customers and suppliers and ensure they are attended to promptly.
• Direct product, sales and order-related enquiries to the appropriate department.
• Receive and record complaints or enquiries and ensure they are properly escalated.
• Maintain a professional relationship with customers and visitors.

Administrative Support:

• Receive, sort and distribute incoming correspondence, letters, packages and documents.
• Maintain front-desk records, registers and files.
• Assist with photocopying, scanning, printing, filing and other administrative tasks.
• Support the Admin/HR department with meeting arrangements and other office activities.
• Assist in scheduling meetings and managing meeting-room bookings.
• Receive and coordinate courier deliveries and dispatches.
• Monitor basic office and reception supplies and notify the Admin Manager when replenishment is required.

Office Coordination:

• Coordinate with security personnel regarding visitors and access to the premises.
• Ensure visitors follow applicable company and factory safety procedures.
• Support the organization of meetings, interviews, and official visits.
• Assist in maintaining a professional and orderly office environment.
• Report any facility, security or reception-related issues to the appropriate person.

Confidentiality & Professional Conduct:

• Maintain confidentiality of company, employee, customer, and business information.
• Avoid disclosing sensitive company information to unauthorized persons.
• Maintain a professional appearance and attitude throughout working hours.
• Represent Evergreen Consumer Products positively in all interactions.

Requirements:

• Minimum of a BSC qualification
• 0-1 year of experience

Key Performance Indicators (KPIs):

• Visitor Management: Accurate and efficient registration and direction of visitors.
• Call Handling: Professional and timely handling of incoming calls.
• Customer Service: Customer and visitor satisfaction.
• Response Time: Prompt response to enquiries and requests.
• Reception Standards: Clean, organized, and professional reception area.
• Record Accuracy: Proper maintenance of visitor, correspondence and front-desk records.
• Administrative Support: Timely completion of assigned administrative tasks.
• Communication: Accuracy and effectiveness in relaying messages and information.
• Professionalism: Professional appearance, conduct, and communication.
• Confidentiality: Zero unauthorized disclosure of company or employee information.