Job Summary:
Our client is looking for a highly professional and detail-oriented Front Desk Officer to manage reception operations and enhance customer interactions. This role involves welcoming visitors, handling correspondence, managing front office activities, and ensuring a seamless communication flow within the organization.
The ideal candidate should have a strong background in customer service, office administration, and front desk management, with hands-on experience in handling calls, scheduling appointments, and maintaining an organized reception area. This position requires excellent interpersonal skills, attention to detail, and a proactive approach to creating a positive first impression for clients, partners, and guests.
Key Responsibilities
Customer Service & Reception Management
- Greet, welcome, and direct visitors professionally.
- Ensure all guests sign in and follow company visitor protocols.
- Respond to inquiries from clients, suppliers, and stakeholders in a courteous manner.
Communication & Correspondence
- Answer, screen, and forward incoming calls, taking messages where necessary.
- Handle all correspondence via phone, email, and in-person interactions.
- Redirect customer concerns and complaints to the appropriate departments.
Office Administration & Clerical Support
- Maintain a tidy and presentable reception area with necessary office supplies.
- Manage and distribute incoming and outgoing mail.
- Perform clerical duties such as filing, photocopying, and document management.
- Assist in scheduling meetings and maintaining appointment logs.
- Company Representation & Professionalism
- Ensure all guests and employees adhere to the company’s visitor policy.
- Maintain a professional appearance and demeanor at all times.
- Uphold confidentiality and handle sensitive information with discretion.
Operational Support
- Coordinate office logistics such as stationery requisition and distribution.
- Support HR and administrative teams with ad hoc tasks as required.
- Monitor and report any front office maintenance needs.
Compliance & Reporting
- Ensure adherence to workplace safety and customer service standards.
- Maintain accurate records of visitor logs and office supplies inventory.
Qualifications & Experience:
- Diploma or bachelor’s degree in business administration, Office Management, Secretarial Studies, or a related field.
- Minimum of 2 years of experience in a front office, receptionist, or administrative role, preferably in the agribusiness or FMCG sector.
- Proficiency in MS Office Suite (Word, Excel, Outlook).
- Knowledge of office equipment (printers, scanners, telephone systems).
- Excellent communication and interpersonal skills.
- Strong organizational and multitasking abilities.
- Attention to detail and problem-solving skills.
- Ability to handle high-pressure situations with professionalism.
Additional Requirements:
- Fluency in English and Luganda or any other local language is an advantage.
- Knowledge of customer service best practices.
- Familiarity with agricultural supply chains or grain processing industry is a plus.
Note: The responsibilities outlined above may be adjusted periodically based on business needs, and employees will be informed accordingly.