Front Desk Coordinator

8 hours ago

Muscat, Muscat, Oman beBeeReception Full time 1,800 - 2,500

We are seeking a highly organized and service-oriented receptionist to join our team. As the first point of contact for all visitors, callers, and internal teams, you will create a welcoming and efficient environment that reflects the highest standards of customer service.

Key Responsibilities
  • Ensure the reception desk is manned at all times during rotating shifts.
  • Greet and assist all visitors warmly and professionally.
  • Answer all telephone calls within 3 rings and respond appropriately; take and relay messages within 15 minutes if necessary.
  • Monitor and respond to customer service email inquiries; log, escalate, and report as required.
  • Ensure phone systems and voicemail are properly activated after hours; retrieve and distribute messages promptly.
  • Maintain service levels in line with KPIs and customer service standards.
  • Open, date-stamp, and distribute all incoming mail (excluding confidential/personal items).
  • Record and distribute courier packages accurately.
  • Frank or stamp all outgoing post and ensure timely handover to courier services.
  • Keep the reception and common areas clean, organized, and free from clutter.
  • Ensure fresh flowers are present in the reception area.
  • Ensure meeting rooms are tidy and ready for use.
  • Log and report facility issues to the Office Facilities Manager.
  • Offer refreshments and warmly welcome all guests upon arrival.
  • Comply with and support departmental Health & Safety procedures.
  • Maintain the visitors' logbook (check-in/check-out, purpose of visit).
  • Issue visitor passes and track usage.
  • Manage bookings and schedules for meeting rooms.
  • Maintain logbooks and schedules for Customer Service vehicles, ensuring cleanliness and servicing are up to date.
  • Manage and restock hospitality items as needed.
  • Provide backup support to the Call Centre Executives when required.
  • Deliver outstanding service standards in all telephone interactions.
  • Maintain immaculate personal appearance and wear a name badge at all times.
  • Be prepared to work flexible shifts, including extended hours if required.
  • Undertake any additional duties as assigned by management in support of operations.

Requirements & Qualifications

  • High School Diploma (minimum).
  • 1–2 years' experience in a customer service, front-office, or receptionist role.
  • Background in property, real estate, hospitality, or facilities management preferred.
  • Proficient in MS Office; familiarity with customer service and CRM systems.
  • Strong communication skills in English and Arabic, both verbal and written.
  • Professional demeanor with exceptional interpersonal and organizational skills.
  • Ability to multitask, stay calm under pressure, and manage time effectively.
  • Detail-oriented, dependable, and highly motivated to deliver excellent service.
  • A collaborative team player with strong initiative.

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