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.