Front Desk Officer

Responsibilities:

Front Desk and Client Relations

• Greet, receive, and welcome visitors, clients, caregivers, and partners in a courteous, professional, and empathetic manner.
• Serve as the first contact for inquiries, providing accurate and basic information about ADPF services, programs, and events.
• Respond to questions, manage complaints respectfully, and escalate urgent or sensitive concerns appropriately.
• Maintain a calm, supportive, and respectful atmosphere, particularly for vulnerable clients and caregivers.
  

Communication and Correspondence Management 

• Answer, screen, and redirect incoming phone calls; take accurate messages where necessary.
• Receive, check, sort, and forward emails to relevant staff promptly.
• Receive letters, parcels, and deliveries, and ensure proper documentation and distribution.
• Prepare outgoing mail and correspondence, including drafting letters and securing packages as required.

Appointment Scheduling and Records Management

• Manage and maintain appointment schedules for programs, therapy sessions, meetings, and consultations.
• Keep accurate and up-to-date visitor logs, client records, and front desk documentation. 
• Coordinate communication between clients and relevant program or administrative staff. 
• Ensure confidentiality and proper handling of client and organizational information.

Administrative and Office Support

• Support general administrative duties, including filing, documentation, data entry, and correspondence.
• Assist with travel arrangements, meeting schedules, and logistics as assigned.
• Monitor front office supplies and place orders when necessary to ensure uninterrupted operations.
• Maintain orderly records, files, and documentation systems.

Office Environment and Facility Support

• Keep the front desk and reception area tidy, organized, accessible, and presentable at all times.
• Ensure availability of necessary materials such as pens, forms, paper, information booklets, and other office supplies.
• Support basic facility coordination by reporting maintenance or operational issues to the appropriate unit.

Requirements:

• Minimum of 3 years of experience
• Minimum of a BSc.