Front Office Representative

at  Envent Engineering Ltd

JOB STATEMENT

The front office representative will be the first point of contact for visitors, clients, and callers to the Envent office and will provide a welcoming and professional front-desk presence. This role is responsible for handling a variety of administrative and clerical tasks including managing phone calls, directing inquiries, coordinating visitor access, and supporting office operations. The incumbent will play an important role in maintaining building security by following safety procedures and controlling access via the reception desk (monitor logbook, issue visitor badges, etc.), and will uphold the company standards of customer service, organization, and professionalism.

QUALIFICATIONS

• High school diploma or equivalent; administration certification is a plus.
• 1 – 2 years of experience in a receptionist, customer service, or administrative role preferred.
• Experience in a manufacturing or high-traffic office environment preferred.
• Strong communication and interpersonal skills.
• Basic computer skills, including proficiency with MS Office (Word, Excel, Outlook) and Microsoft Teams.
• Excellent organizational skills and attention to detail.
• Ability to handle a fast-paced environment and manage multiple tasks.
• Positive attitude and customer-service mindset.
• Evidence of a clear criminal record check

PHYSICAL REQUIREMENTS

• No specific physical requirements beyond general office or administrative activities

1. Front Desk Operations:

• Greet and assist visitors, clients, and vendors in a professional manner.
• Answer, screen, and direct incoming phone calls efficiently.
• Provide basic information to inquiries about the company and its services.
• Maintain visitor sign-in logs and issue visitor badges as needed.
• Coordinate with security personnel to manage visitor access.

1. Communication Management:

• Relay messages to staff accurately and promptly.
• Sort, distribute, and manage incoming and outgoing mail.
• Monitor and respond to emails or inquiries directed to the general office inbox.
• Create a monthly newsletter to be distributed internally.

1. Administrative Support:

• Prepare and manage documents, and correspondence.
• Schedule and manage appointments, meetings, and conference room bookings.
• Arrange catering, refreshments, and setup for events and meetings.

1. Office Management:

• Maintain a clean and organized front office area.
• Monitor office supplies, create order requisitions, and organize supply cabinets.
• Ensure communal areas (e.g., meeting rooms, break rooms) are well-stocked and presentable.
• Coordinate with facilities or maintenance teams on any office repairs or cleaning requirements.

1. Special Projects:

• Assist with special projects as assigned by the Administration or HR, such as employee engagement initiatives, compliance updates, or office improvement efforts.