Job Description

Reports to:
Sales Director

Department:
Customer Care

Job Summary:
The Front Desk Coordinator will serve as the point of contact for all customers, coordinate front-desk activities including the reception and showroom area, and facilitate day-to-day walk-in and telephone sales activities.

Key Roles and Responsibilities:

Office Administrator

1. Manage incoming and outgoing calls and direct them to the appropriate personnel.
2. Welcome company clients/visitors in a friendly and professional manner and direct them to the appropriate personnel and office.
3. Ensure the reception area has all necessary stationery and materials (e.g. pens, forms, and brochures).
4. Sort and distribute letters and/or documents received in the company; arrange couriers and relevant company documents for dispatch to various destinations.
5. Collect information on important feedback from customers in a timely manner; generate monthly feedback reports for effective action.
6. Generate potential business from media sources including but not limited to the daily papers’ tendering section; advise management accordingly.
7. Identify competitor activities through media channels and advise management accordingly.
8. Send internal emails to the Sales Department on potential leads for business activities.
9. Monitor the entire office cleaning process and supervise the support staff to ensure efficient work as per the company’s expectations.
10. Maintain the staff attendance register by ensuring time in and out is indicated as per actual timings.
11. Prepare and distribute reports and responses ensuring all are shared.
12. Handle customer complaints and escalate issues as necessary to ensure customer satisfaction.

Showroom Coordination

1. Oversee all aspects of the showroom, including day-to-day maintenance and merchandising, floor layout, product display, and the space’s overall appearance and ambiance.
2. Manage showroom sales and generate sales reports as and when required.
3. Stay updated on new products, design features, and market developments to provide informed recommendations to customers.
4. Provide basic and accurate information to customers in person and via phone or email.
5. Handle walk-in customers, respond to queries, and boost sales.
6. Initiate the ordering process through generation of orders, delivery process, and customer payments.
7. Maintain walk-in customer and telephone enquiry reports for improved company services; follow up with clients upon enquiry.
8. Ensure tidiness of the showroom, restocking of products, and proper display of items.
9. Ensure the showroom is presentable and rearrange items twice a month.

Sales Administration

1. Ensure quotations are raised with the right images, remarks, and specifications.
2. Process orders and ensure conformity as per the company rules and regulations in place.
3. Serve as the point of contact for the collection of cheques, and liaise with the Accounts Department.

Qualifications and Work Experience:

• Proven work experience as a Front Desk Showroom Coordinator.
• Hands-on experience with MS Office (MS Excel in particular).
• Understanding of sales techniques and good business communication.
• Professionalism, patience, and a “people-first” attitude.
• A team player with a high level of dedication.
• Ability to work under strict deadlines.
• Customer service training and prior work experience in customer support is an added advantage.