Job Summary:

The Front Desk Officer serves as the first point of contact for visitors, guests, and staff. The role is responsible for managing the front desk, maintaining a professional environment, handling calls, and providing administrative support to various departments.

Key Responsibilities:

1. Reception & Communication

• Greet and welcome visitors, guests, and staff in a courteous and professional manner.
• Answer, screen, and forward incoming phone calls promptly.
• Maintain a visitor log and issue visitor passes as needed.
• Respond to general inquiries and direct them to the appropriate personnel.

2. Administrative Support

• Receive, sort, and distribute daily mail, courier packages, and documents.
• Maintain a tidy and organized reception area.
• Provide basic clerical support such as photocopying, scanning, and data entry.
• Schedule and confirm appointments and meetings as required.

3. Record Keeping

• Maintain records of incoming/outgoing correspondence.
• Manage front desk inventory including office supplies, visitor cards, stationery, etc.
• Assist in updating internal contact lists and staff attendance logs (if required).

4. Facility Management Coordination

• Coordinate with support staff for cleanliness and upkeep of reception and meeting areas.
• Report any maintenance issues or repair needs to the Admin/Operations Department.

5. Support During Events/Meetings

• Assist in preparing meeting rooms and arranging logistics for in-house events or visitors.
• Provide refreshments and coordinate hospitality needs.

Required Qualifications & Experience:

• Bachelor’s degree in Business Administration, Communications, or a related field.
• Minimum 1–2 years of relevant experience in a front desk or customer service role.
• Experience working in an NGO or nonprofit environment is a plus.

Skills & Competencies:

• Excellent communication and interpersonal skills.
• Proficient in MS Office (Word, Excel, Outlook).
• Professional appearance and demeanor.
• Ability to handle multiple tasks and prioritize responsibilities.
• Strong organizational and time-management skills.
• Fluent in English and Urdu (both spoken and written).

Working Conditions:

• Office-based role with standard working hours.
• May require occasional support beyond office hours during events or visits.