Front desk officer is the first contact point of the college. Front desk officer will be responsible for greeting clients and visitors to our office. She will be in charge of receiving the guests, ascertaining the purpose of their visits, maintaining record of the same, finding the best match among for the visit purpose, contacting employees regarding visitors, giving guests directions to various parts of the office or may assist them in finding the direction, answering phones and taking messages, and sorting and distributing mail. Besides the front desk officer will also be the secretariat office for the head of the organization and support for the administration.

Reports To: Administrative Head

Roles and Responsibilities 

Attending Guests

• The front desk officer is front face of the college S/he is responsible to dully receive the guests in the reception desk, ascertain the purpose of their visits, find the best possible person the guest can meet, contacting employees regarding visitors, keep record of the guest, and directs or in case may assist guests to the respective office. The reception will be responsible in helping maintain workplace security by issuing, checking and collecting badges as necessary and maintaining visitor logs. In case of waiting, s/he is responsible to facilitate the guests

Communication 

• The front desk officer is the first contact point through the phone calls. The front desk officer is responsible in answering, screening and directing the calls. S/he is responsible to dealing with queries from the public. The front desk officer will keep record of the information provided in the phone calls and pass the information to the concerned offices in the colleges

Handle Mail and SMS

• Incoming and outgoing mail and letter of the college all go through the front desk officer. They open, review, sort and distribute the mail and letter to the appropriate recipients. S/he also maintain email lists, and distribute information to staff. S/he is also responsible to draft and send appropriate mail and sms to the employees of the organization as directed by their supervisors

Prepare and Edit Documents

• S/he is responsible to prepare memos or other reports for internal or external distribution as per the instructions of their supervisor 

Supporting to Maintain Databases and Filing Systems

• The front desk officer will support the administration in maintaining the database and the filling system in the organization

Maintenance of Reception Area 

• Front desk officer will operate telecommunication system by following manufacturer’s instructions for house phone and console operation. S/he will Keep a safe and clean reception area by complying with procedures, rules, and regulations. They will be responsible to Ensure reception area is tidy and presentable, with all necessary stationery and material (e.g. pens, forms and brochures).

Secretariat

• The reception will also act as the secretariat to the head of the block. They will update calendars and schedule meetings for the head of the block and arrange travel and accommodations, and prepare vouchers in case of official visits of the head of the block. S/he keeps updated records of office expenses and costs. They also perform other clerical front desk officer duties such as filing, photocopying, transcribing and faxing. 

Required

• Knowledge of Microsoft Office Package
• Effective in communication and correspondence
• Must be polite and have pleasing personality, stress management and anger management skills
• Strong English and Nepali verbal and written communication skills
• Multi-tasking, problem solving and flexibility skills will be highly preferable

Preferred

• Highly enthusiastic and inquisitive personality with positive attitude
• Excellent skills to manage time, people and resources
• Self-motivated with a flexible approach to work and commitment to success
• Proactive and problem-solving attitude/abilities 
• Attuned with periodic reporting in prescribed form or concise/detailed form
• Skills to coordinate/collaborate with multiple departments/sections/units
• Proven track record of achieving results
• High level of integrity and strong professional ethics

• Bachelor’s Degree in Hospitality Management or Equivalent
• Relevant work experience in similar position preferably in educational institution(s)
• Knowledge of Microsoft Office Package