The Front Office Administrator plays a pivotal role in maintaining the professional image and smooth day-to-day operations of the office. This position is central to creating a welcoming environment for guests and clients while supporting internal teams through efficient front desk and administrative management. The role involves a variety of responsibilities, including reception duties, office logistics, and coordination of support services.

Key responsibilities include greeting and welcoming clients and visitors with professionalism and courtesy, as well as answering and directing phone calls promptly and efficiently. The administrator ensures the reception area remains tidy and presentable at all times, contributing to a positive first impression of the firm.

The role is also responsible for handling incoming and outgoing mail and packages, managing courier services, and maintaining accurate dispatch logs. This includes coordinating document and parcel dispatch internally and externally, tracking deliveries, and liaising with courier companies to resolve any issues promptly.

In addition, the Front Office Administrator issues and manages access cards for employees, visitors, and contractors, keeping detailed records of all issued and returned cards. They also monitor office access to ensure that security protocols are consistently upheld.

Further responsibilities include scheduling and managing bookings for client and team rooms, ensuring these spaces are clean, properly equipped, and set up for meetings. The administrator also provides assistance with event logistics and supports various office administrative tasks, including overseeing firm car usage and conducting periodic driver inspections.

As a Front Office Administrator, you will also play a key role in maintaining a well-organized, secure, and efficient office environment. You ll be responsible for managing office space setup, coordinating workstation assignments, supporting office moves, and keeping floor plans and seating charts up to date. You will liaise with vendors, contractors, and building services to address maintenance and repairs, ensuring high standards through routine inspections and serving as the primary point of contact for building management on infrastructure issues such as HVAC, lighting, and electrical systems.

In collaboration with building security, you will help maintain a safe workplace and oversee secure document disposal processes in line with confidentiality protocols. You will also support conference room and A/V needs by arranging room setups, managing audio-visual equipment, and ensuring seamless execution of meetings and events.

Your responsibilities will extend to managing office supplies and inventory, processing purchase orders, and maintaining organized storage and distribution systems. Additionally, you will oversee mailroom operations, including sorting incoming mail, handling outgoing shipments, and maintaining related equipment.

Event and catering coordination will also fall under your purview, where you ll ensure hospitality arrangements are in place for meetings and client visits. You ll manage kitchen supplies and catering logistics to support a welcoming office atmosphere.

Finally, you will provide cross-functional support across office services, offering backup coverage and assisting with administrative tasks and event coordination as needed. This role is ideal for a proactive, detail-oriented professional looking to grow within a dynamic office operations team.