Job Purpose

The Front Desk Assistant serves as the first point of contact for the organization, ensuring a professional reception service, smooth flow of communication, and administrative support. The role requires strong interpersonal, organizational, and multitasking skills to maintain efficiency in office operations.

Key Responsibilities

Reception & Customer Service

• Welcome visitors, staff, and clients in a courteous and professional manner.

• Manage the reception area to ensure it is tidy, professional, and presentable at all times.

• Answer, screen, and forward phone calls to the appropriate departments.

• Handle visitor inquiries, provide accurate information, and guide them accordingly.

Administrative Support

• Manage incoming and outgoing correspondence (letters, parcels, emails, and deliveries).

• Maintain appointment schedules, manage meeting room bookings, and prepare meeting spaces.

• Assist in filing, photocopying, scanning, and other clerical tasks.

• Maintain office supplies inventory and raise requisitions when stock is low.

Records & Documentation

• Maintain visitor logs, staff movement registers, and related documentation.

• Update and manage contact lists for internal and external communication.

• Support HR with maintaining leave and attendance records when required.

Office Coordination

• Act as liaison between visitors and staff.

• Ensure compliance with office security and health & safety guidelines.

• Coordinate courier services and follow up on deliveries.

• Support event logistics such as workshops, conferences, or staff meetings.

Minimum Qualifications & Requirements

• Diploma in Business Administration, Front Office Management, or related field (Bachelor’s degree is an added advantage).

• At least 2 years’ experience in a front office or customer service role.

• Proficiency in MS Office (Word, Excel, Outlook) and office equipment operation.

• Excellent written and verbal communication skills in English and Kiswahili.

• Strong interpersonal skills, high level of professionalism, and cultural sensitivity.

• Ability to multitask, prioritize, and handle pressure with grace.

• Neat personal presentation and punctuality are essential.

Apply at Hooray.co.ke