Front Desk Officer
Iqbal & Company, Pakistan

General Summary This position is responsible for providing Front Desk Operations support to Manager Admin & HR. A front desk personnel is the face of the company & second point of contact, for the purpose this position holder is required to have excellent communication skills, pleasant personality and should good interacting with people. A rude, haughty front desk official will spoil one's impression about the place entirely. Thus, the primary role of a front desk official is to present the organization with which he is working in the best possible manner. Duties & Responsibilities 1) Exchange Handling Position holder is responsible for handling exchange, including answering & dialing a multi-line phone system and maintain its log as well in first class manner. He must write down the message in the absence of any staff and then inform him up on his return or send him an e-mail. In case of any problem in exchange / Land lines this position holder is responsible to lodge a compliant & follow up with relevant department & personnels. 2) Liaison Function This Position holder is also responsible for greeting and directing guests, visitors and staff as well. Being at front desk he is providing a link. He must have to inform the concerned staff about any visitor / guest(s) and to provide access after getting consent from the relevant staff. Sending everyone in the working area without any information & intimation is not allowed. 3) Mail Handling He is responsible for handling incoming & outgoing Mails. It includes maintaining a log, which further helpful for checking / authenticate the Courier Bills & to track record of misplaced letters / documents. He has to ensure that no personal mail is included in the courier bill and concerned employee must be charged for sending any of his personal mail / documents etc. He is also required to forward documents / mails to relevant staff upon receiving. 4) Staff Attendance Being at front desk also requires compiling of staff check in timings and then submits its report to Admin & HR Department. It also includes submission of check out time report on very next day. He has to maintain and submit the report on every month to his reporting head on late comings and late sittings timings of staff. 5) Movement Register He is also responsible to handle the Staff Movement Register and ensure that every staff while stepping out from the office during working hours must enter his exact particulars i.e. Check out & In timings and place / purpose of visit. He must ensure the authenticity of timings and then submit a report as and when required. 6) Service Register He is also responsible to maintain Service Register and must make sure to record the exact particular of Service Department Reps. Including visiting hospital description in result of service or emergency call. He is required to inform the concerned Department / Staff right after receiving the call via exchange and record its particulars as well. 7) Security He is also required to keep close eye on visitors, guards etc. Ideally he is required to provide cover to the guards as visible to him from his place of duty. He is also responsible for the safe keeping of official documents in his possession and he must ensure that no unauthorized staff or person visits his place of work unless permitted. 8) Genset Refilling & Running Record This position holder is also responsible for genset refilling with diesel, recording of running hours on daily basis & intimation to his reporting head regarding purchasing of diesel or incase of any problem. 9) General He also has to ensure that Reception & Front Area is properly cleaned and free of dust at all the times. Keeps good appearance & having smile at all times. Any other task / duties as and when assigned by the higher management.

Legends: E =Essential D=Desirable 1.Must be a Graduate (E) 2.Having 2-3 years of relevant experience (E) 3.Ability to handle Panasonic exchange & software will be a plus (D) 4.Candidate must have very good personality and attitude (D) 5.Must have good communication skills (D) 6.Must have basic knowledge of Computer Operations / MS Office (E)