Job duties of the administrative front desk

Part 1: The duties of the administrative front desk

1. Answer the call, receive the fax, transfer the call or record the information as required to ensure timely and accurate.

2. To receive, register, and guide the visitors, and notify the interviewed personnel in time. Those who are unrelated to the people, the door-to-door sales and the unreasonable troubles should be rejected.

3. Keep the company clean and hygienic and show the company's good image.

4. Supervise the daily attendance of employees.

5. Responsible for receiving and dispatching the company's express, letter and parcels.

6, responsible for the inventory of office supplies, do a good job of registration. And register the use, distribution, and storage of office supplies.

7. Check the inventory of supplies from time to time and do a good job in logistics support in a timely manner.

8. Responsible for the monthly attendance of the company's employees, the attendance data archive.

9. Responsible for the use and management of equipment such as copying, faxing and printing, and rational use, reducing material consumption.

10. Responsible for sorting, sorting, and cussing the company's common forms and supplementing them according to actual usage.

11. Do a good job in pre-conference preparation, meeting minutes and post-meeting content

12. Do a good job in material collection and file management.

13. Assist the superior to complete the administrative affairs of the company and the daily affairs of the department.

14. Assist the superiors in housekeeping and safety management, and provide timely and effective administrative services to other departments.

15. Assist the director to coordinate the various departments of the company and actively complete the temporary affairs assigned by the superior.


Chapter 2: Job Responsibilities of the Administrative Front Desk

First, daily reception

1. Receiving visitors: Receiving visitors who are unclear, first ask the reason for the visit, according to the reasons, whether the person is an unrelated person, or need to find the relevant personnel of the company to receive the reception.

2. Reception consultants, if there is a consultant to visit, should promptly ask the relevant staff of the laboratory or office to assist the reception.

3. Answering the transfer phone: The front desk is the switchboard phone. After the general call is dialed in, you need to transfer the other extensions. According to the extension number of the address book, you can accurately transfer the call. If you receive the call, you can receive the call at the front desk. If the other party is not clear about who their consultant is, transfer the call directly to the relevant department assistant.

4. Reception salesman: If there are sales promotion personnel from other companies coming to work during the working hours, they should refuse to tell, when they are working in the company to promote sales, which will affect the work of others. If employees need their services, they will inform the relevant departments to directly connect with them.

5. Interviewer: Ask the interviewer to fill in the interviewer's information form at the front desk and lead them to the meeting room to wait for the office director or relevant department leaders to conduct an interview.

6. Receive relevant personnel who frequently exchange:

a) Express delivery, regardless of the delivery or shipment of the company, the relevant staff will be notified by phone to the front desk for processing, and the courier cannot directly enter the company laboratory.

b) the connection of the property company, the company's internal water and electricity maintenance, and various activities stipulated by the property;

c) Water supply company, pay attention to the water quantity of the water dispensers in the company, and contact the water supply in time. At each reception, you only need to write the “XX” bucket of water on the card of the water supply company and take the empty bucket “XX”. Checkout at the end of each month, fill out the request form and submit it to the head of the office to pay the financial application fee. At the same time, pay attention to whether the company's water dispenser is normal, and notify the drinking water company to make repairs if there is any abnormality.

Second, office supplies management

1. Library: On the 23-25th of each month, the inventory of office supplies will be fully counted, and the “Office Supplies Inventory Statistics Form” will be submitted to the office director for review. If there are insufficient supplies or have been used up, report them immediately and add them;

2. Purchase: Every month, the company will notify the company's departments to submit the list of office supplies needed for the next month, and count the “purchase list” and report it to the office director for approval. After approval, contact the office supplies supplier for delivery;

3. Retrieval: When the employee takes the required office supplies, ask them to fill out the “Office Supplies Requisition Form” and sign it, and then give it out;

4. Settlement: Contact the office supplies supplier at the end of the month to provide the list of invoices and invoices for this month. After confirming the correctness, fill out the expense list and notify the supplier to approve the payment after the approval of the financial personnel.

Third, daily affairs

1. Ensure the normal use of administrative electronic equipment, including: scanners, fax machines, photocopiers, etc. If the machine fails, contact the supplier in time to solve the problem;

2. On the 15th of each month, count the list of employees who provide the call subsidy, and report the total number of calls and calls to the office director for review. After receiving the payment, go to the mobile and Unicom business hall to purchase the recharge card and issue an invoice. Issue the recharge card to the relevant employee and ask for their signature confirmation;

3. Monthly statistical statistics of all personnel of the company, update the employee address book, if the company has new or resigned employees, it should make a new address book within 2-3 working days and send it to each employee's mailbox;

4. Application and production of business cards: When the company department has the need to print business cards, it is required to fill in the “business card application form” and provide relevant information about the business card. After confirming the business card information, the information is transmitted to the supplier, and the typographical printing is notified, and the electronic version is confirmed and printed, and then submitted to the business card applicant;

5. Check the company's mailbox at certain times every week and distribute the letter to the employee;

6. The management of the company's standby door card, the front desk should properly keep the spare key for use in case of emergency in the company's colleagues;

7. When the company has personnel recruitment, assist the personnel department to notify the applicants by telephone;

8. Send and receive faxes to assist employees in all departments to send and receive business faxes;

9. Assist the head of the office to organize and coordinate the company's internal activities, such as employee birthday, company group activities, expansion, and other business contacts, notifications, and coordination matters.

10. When new employees join the company, they will provide employment forms, welcome letters, office supplies, company address books, etc., and collect a copy of the personal identification of the new employee, and submit it to the office director for filing.

11. Actively cooperate with the company's marketing activities and do a good job in logistics support.

Fourth, reception work

1. Preparation before reception

a) Confirmation of the number of guests: Confirm the number of guests to the relevant person in charge before the meeting, and prepare for the meeting room and ordering;

b) Meeting room table and chair arrangement: the table top of the meeting room is cleaned up before the meeting, and the meeting chair is returned;

c) Tea and snacks: Prepare tea, hot water and cups before the meeting, and then send the tea one by one after the guests are seated; when receiving the guests, prepare the necessary fruits and snacks for the meeting staff in advance;

d) Camera: Prepare the company camera to take photos for visitors.

e) Ordering: Confirm with the person in charge of the meeting whether you need to order a meal. If you need to order a meal, you should confirm the number of people who eat, and then contact the restaurant to book a private room.

f) Booking the hotel: If you need to book the hotel for the guests, confirm the name of the host, then contact Jinjiang Fuyuan Hotel to reserve the room. After the reservation is successful, report to the office director for confirmation.

2. Service work in the meeting

a) adding tea to the meeting staff;

b) provide conference support in accordance with the leadership requirements;

c) arrange a person to be responsible for the camera work in the meeting;

3. Improve work after the meeting

a) Organize the visitor and company leaders to take a group photo and send the photo to the visitor's mailbox or as a greeting card.

b) In case of important customer visits, the photo of the meeting should be uploaded to the company website in time.

c) Clean-up after the meeting: clean the remaining tea and tea cups, and the uneaten snacks will be sorted into the refreshment place for the employees of the company to eat;

d) Return of the equipment after the meeting: After the meeting, the equipment should be returned to the warehouse in time to return the camera and other equipment to the original place;


Chapter 3: Job Responsibilities of the Administrative Front Desk

1. All the people responsible for entering the company's office should use polite words: "Hello, please do something?" Then, ask him to sit down and help him contact the person you are looking for. , reception, registration, guidance.

2. Responsible for the wiring work of the company's telephone switchboard. Pick up the phone and say: "Hey, hello, XX company" has a clear voice, a good attitude towards the phone, and appropriate use of polite language; the record of the failure to contact and timely notification; the emergency call to try to connect, not It is handled by the leader of the quick report; it has good communication skills, coordination ability, and strong sense of confidentiality.

Third, the receiving and dispatching company fax, copy, familiar with the front telephone company's extension number. Statistics attendance, etc.

Fourth, keep the front desk clean and hygienic; be responsible for the issuance of office supplies and cleaning consumables, and the consumption of supplies in the old-for-new, planned purchase.

5. The company's external liaison work by row; leadership and other work.


Chapter 4: Job Responsibilities of the Administrative Front Desk

1. Reception work: Visitors should enter the reception hall. They should pay attention to the ceremony, “Hello, who are you looking for?”, and invite visitors to sit in, please introduce the relevant area after the request, and put on the tea in one minute, and be responsible for adding water and updating. Ashtray

2, sanitation and cleaning work: the ashtray must not exceed five cigarette butts, after the visitor leaves, clean the ashtray and teacup within three minutes;

3, the switchboard service work: the ring must be answered within three rings, "Hello, 'XX company'."; If automatic transfer, must be transferred to labor within three minutes; call to find "general manager", the decision is advertising, Should not be transferred directly, should ask what is transferred to the relevant departments;

4. The fax information must be delivered to the relevant personnel within five minutes;

5. Responsible for sending and receiving management newspapers and letters;

6, safe work: check the copy machine before leaving work, turn off all power, responsible for closing the doors and windows;

7. Accept other work arranged by the administrative assistant.


Chapter 5: Job Responsibilities of the Administrative Front Desk

1. Answer the call, receive the fax, transfer the call or record the information as required to ensure timely and accurate.

2. To receive, register, and guide the visitors, and notify the interviewed personnel in time. Those who are unrelated to the people, the door-to-door sales and the unreasonable troubles should be rejected.

3. Keep the company clean and hygienic and show the company's good image.

4. Supervise the daily attendance of employees.

5. Responsible for receiving and dispatching the company's express, letter and parcels.

6, responsible for the inventory of office supplies, do a good job of registration. And register the use, distribution, and storage of office supplies.

7. Check the inventory of supplies from time to time and do a good job in logistics support in a timely manner.

8. Responsible for the monthly attendance of the company's employees, the attendance data archive.

9. Responsible for the use and management of equipment such as copying, faxing and printing, and rational use, reducing material consumption.

10. Responsible for sorting, sorting, and cussing the company's common forms and supplementing them according to actual usage.

11. Do a good job in pre-conference preparation, meeting minutes and post-meeting content

12. Do a good job in material collection and file management.

13. Assist the superior to complete the administrative affairs of the company and the daily affairs of the department.

14. Assist the superiors in housekeeping and safety management, and provide timely and effective administrative services to other departments.

15. Assist the director to coordinate the various departments of the company and actively complete the temporary affairs assigned by the superior.