Front Office Assistant

This position is with Kaaiser, one of the brands under Manifest Global, which also includes Cialfo, BridgeU and Explore by Cialfo. Please note that this is a 5.5-day working role.

About This Role

As a Front Office Assistant, you will be the first point of contact for visitors and callers, representing the company in a professional and welcoming manner. Your role involves handling front desk responsibilities, managing communications, coordinating office activities, and ensuring smooth administrative operations. The ideal candidate should have a strong interest in working with people, be highly motivated, result oriented, quick learner, able to work independently and able to deliver satisfactory results. 

What You Will Be Doing

The Employee will be expected to provide a professional level of customer service as being the face of the company for all who contact Kaaiser.

• Strategize, execute, and communicate front office operations and their overall impact with stakeholders.
• Manage and oversee all front desk activities to ensure efficiency and professionalism.
• Handle all inbound and outbound calls, maintaining detailed records of communications.
• Perform daily checks on office telephone numbers and report issues to service providers or maintenance personnel.
• Maintain records of all incoming and outgoing couriers, ensuring proper documentation and handover.
• Supervise housekeeping and office maintenance, coordinating staff for office and stationery requirements.
• Prepare and send daily reports on walk-ins, web inquiries, phone calls, and visits by university representatives to designated senior management.
• Maintain attendance records and follow up on leave and medical submissions.
• Coordinate interviews, university visits, open days, admission weeks, fairs, visa workshops, and pre-departure orientations.
• Ensure accurate and timely data entry and management in the CRM system.
• Schedule and manage appointments for management and office staff.
• Send reminders for upcoming appointments and commitments.
• Generate and submit daily, weekly, and monthly work reports to designated officers.

About You

• Qualifications:
  • Bachelor's degree in any discipline.
• Experience:
  • Minimum 2 years of experience in a similar role.
  • Strong knowledge and proven experience in front office management and customer service.
  • Experience with handling office communication, coordination, and administration tasks.
• Skills:
  • Strong interpersonal and communication skills, with a professional and friendly demeanour.
  • Proficiency in MS Outlook, MS Office, and online communication tools.
  • Strong internet search skills to retrieve information as required.
  • Ability to multitask and work efficiently under pressure.
  • Strong problem-solving and decision-making skills.
  • Ability to communicate effectively with internal teams, students, and external stakeholders.
  • A positive, welcoming attitude to enhance visitor and caller experience.
• Qualities
  • Highly motivated and result-oriented.
  • Customer-focused approach with a passion for providing excellent service.