Front Desk Officer RIO TINTO

Description:

Job Description:

The Front Desk Officer serves as the first point of contact for visitors, clients, and employees at an organization’s front office. This role involves a variety of administrative, clerical, and customer service tasks to ensure the smooth and efficient operation of the front desk area. The Front Desk Officer is responsible for managing phone calls, welcoming guests, maintaining schedules, and providing general office support.

Key Responsibilities:

1. Greeting and Welcoming Visitors:

• Greet visitors and clients with a warm, professional demeanor.

• Verify visitor information and notify relevant staff of their arrival.

• Provide directions and assistance as necessary.

2. Managing Communication:

• Answer incoming phone calls, route them to the appropriate department or personnel, and take messages when needed.

• Handle all incoming and outgoing correspondence, including mail, packages, and deliveries.

• Respond to general inquiries, providing information about the organization, products, or services.

3. Administrative Support:

• Schedule and manage appointments, meetings, and conference room bookings.

• Assist with the preparation of documents and presentations for meetings.

• Maintain accurate records of visitors, phone calls, and appointments.

4. Security and Access Control:

• Monitor the building’s security by ensuring visitors sign in and receive appropriate identification badges.

• Ensure compliance with company policies for guest access and movement within the premises.

• Coordinate emergency evacuations or security protocols as necessary.

5. Customer Service:

• Provide exceptional customer service to clients and visitors, addressing their needs and concerns promptly and professionally.

• Resolve complaints or direct them to the relevant department for resolution.

• Maintain a polite, friendly, and helpful attitude at all times.

6. Facility Management:

• Ensure the front desk area is tidy and well-organized at all times.

• Maintain office supplies and order additional supplies as needed.

• Coordinate maintenance or cleaning services if required.

7. Data Entry and Record Keeping:

• Maintain databases or spreadsheets for managing appointments, visitors, and other necessary records.

• Assist in handling sensitive information and ensure confidentiality where required.

8. Collaboration with Other Departments:

• Collaborate with HR, IT, and other departments for internal communications and administrative support.

• Assist with onboarding new employees by providing initial directions and assisting with administrative tasks.

9. Additional Tasks:

• Perform any additional duties as requested by management, which may include assisting with projects or handling special requests.

• Monitor office supplies and equipment, notifying the office manager of any issues or replacements needed.

Skills and Qualifications:

1. Education and Experience:

• High School diploma or equivalent (Bachelor’s degree preferred).

• Previous experience in a front desk, receptionist, or customer service role is an advantage.

2. Key Skills:

• Excellent verbal and written communication skills.

• Strong interpersonal and customer service skills.

• Professional phone etiquette and email correspondence.

• Organizational and time-management skills with the ability to multitask.

• Basic knowledge of office software (Microsoft Office Suite, Google Workspace, etc.).

• Ability to maintain a calm and composed demeanor under pressure.

3. Attributes:

• Strong attention to detail and accuracy.

• Friendly, approachable, and professional demeanor.

• Problem-solving and conflict resolution skills.

• Ability to work independently and as part of a team.

• Discretion and confidentiality when handling sensitive information.

Physical Demands:

• Ability to sit or stand for long periods.

• Occasionally lifting or moving light office supplies.

• Clear vision and hearing to interact with visitors and employees effectively.

Work Environment:

The Front Desk Officer works in a professional office setting. The role requires high interaction with employees, clients, and visitors, often in a busy or dynamic environment. This position may involve shift work if the office operates outside of typical business hours.

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