Front desk officer

Responsibilities:

Reception & Visitor Management:

Welcome guests, patients, clients, and staff in a professional and friendly manner. Register visitors in the visitor log/visitor management system and issue visitor tags. Announce visitors and direct them to the right department or staff. Ensure reception area is clean, organized, and presentable at all times.

Communication & Customer Service:

Answer, screen, and direct incoming calls, emails, and WhatsApp messages. Take accurate messages and relay them to the appropriate staff promptly. Respond to walk-in inquiries about services, fees, directions, and company information. Handle complaints professionally and escalate to supervisors when needed.

 Administrative & Office Support:

Manage appointment scheduling, meeting room bookings, and executive calendars. Receive and dispatch mails, parcels, and inter-office documents. Maintain office supplies inventory and raise requests for stationery. Prepare daily/weekly reports: visitor logs, attendance, incidents, and front desk activities.

Payment Processing & Documentation:

Hospitals/Clinics/HMOs*: Register patients, verify HMO cards, collect consultation fees, issue receipts, and support EMR data entry. Check-in/check-out guests, process payments, handle reservations via PMS software. Corporate Offices*: Support HR/Admin with onboarding forms, ID cards, and file management. Maintain confidentiality of all customer/patient/client records.

 Coordination:

Liaise with security, housekeeping, IT, and other departments for smooth operations. Support management with ad-hoc admin tasks, event coordination, and logistics.

Requirements:

Minimum of OND in Business Administration, Hospitality, Mass Communication, or related field. HND/BSc preferred. 0-2 years in reception, customer service, or front office. Internship in clinic/hotel/corporate setting is an advantage. Completed for most corporate/government roles.

Technical Skills:

Proficient in MS Office: Word, Excel, Outlook, PowerPoint. Typing speed: 30+ WPM. Familiarity with EMR for hospitals, PMS for hotels, or CRM for corporate offices is a plus. Good command of office equipment: printer, scanner, fax, phone system.

Core Competencies:

Warm, polite, and patient with all types of people. Excellent verbal and written English. Ability to speak Pidgin/local language is an advantage. Ability to multitask - calls, visitors, and admin without dropping tasks. Accurate record-keeping and data entry. Good grooming, punctuality, and discretion with confidential info. Calm under pressure and quick to find solutions.