Administration Officer (Front Office Management)

The Administration Officer (Front Office Management) serves as the first point of contact for all visitors and stakeholders, managing the front office, handling administrative tasks, providing excellent customer service, and ensuring efficient communication within the organization. This role is critical in creating a welcoming environment and supporting the administrative functions of the company.

Requirements

Education Background

• Bachelor’s degree (Honors) in Business Administration, Office & Information Management, Public Relations, or a related field from a recognized Institution.
  

Experience

• The applicant should have worked in a Front Office, Customer Service Center or served as an Administration Officer or related field in a reputable organization for at least One (1) year.
  

• Front Office Management: Serve as the primary point of contact for visitors, clients, and stakeholders at the Kiira Vehicle Plant by warmly receiving and assisting guests, ensuring they are directed to the appropriate person or department, and maintaining a clean, organized, and professional reception area.
  
• Visitor Coordination: Coordinate visitor activities by registering and managing visitor logs to ensure accurate records of all guests at the plant, issuing visitor passes, and facilitating security checks in compliance with company procedures. Liaise with relevant departments to effectively schedule and manage appointments, meetings, and tours.
  
• Telephone and Communication Handling: Manage telephone and communication by receiving or redirecting phone calls to their respective Departments or individuals while providing necessary information and assistance. Respond professionally to emails and other communication channels for the front office, forwarding queries to the appropriate departments as needed.
  
• Administrative Support: Provide administrative support by assisting with the scheduling of meetings, preparing meeting rooms, and organizing refreshments. Handle documents through scanning, photocopying, and filing, while maintaining an inventory of front office supplies and placing orders as needed to ensure availability.
  
• Customer Service: Deliver excellent customer service by addressing inquiries and concerns from visitors and clients with professionalism and courtesy. Provide relevant information about the products, services, and ongoing projects upon request. Manage complaints or feedback, escalating issues to the appropriate personnel when necessary.
  
• Compliance and Safety: Oversee and ensure compliance and safety by adhering to company policies and implementing front office safety and security protocols. Facilitate visitor briefings on safety measures before granting access to restricted areas of the plant, while actively monitoring and reporting any suspicious activity or security concerns to the security team.
  
• Reporting and Record Keeping: Maintain accurate records of incoming and outgoing correspondence and packages, ensuring proper documentation and tracking. Prepare daily visitor reports and assist in compiling data for monthly administrative reports. Provide support in the preparation of communication materials, memos, and other documentation as needed.
  
• Event Coordination: Assist in coordinating company events, meetings, and visits by providing preparation and logistical support. Collaborate closely with the Chief of Staff and Team to manage the scheduling and seamless execution of tours and corporate visits, ensuring all details are handled efficiently.
  
• Additional Duties: Perform any other duties assigned by the immediate supervisor.