WHAT DOES A FRONT DESK DO?
Published: Jun 13, 2025 - The Front Desk Professional handles guest reception with professionalism by greeting visitors, managing inquiries, and directing individuals to appropriate departments. This role involves maintaining organized scheduling, phone correspondence, and documentation to support smooth front desk operations. The position also demonstrates strong communication skills and a polished demeanor to enhance customer satisfaction and office efficiency.
A Review of Professional Skills and Functions for Front Desk
1. Front Desk Administrator Duties and Roles
- Reception Coverage: Act as the first point of contact and provide reception coverage for guests and employees
- Guest Management: Generate and provide a daily guest list of HQ visitors
- Employee Relations: Interact regularly and build relationships with employees across various teams at FabFitFun
- Health Protocol Guidance: Be a guide and ambassador for office health screen protocols
- Mail Handling: Retrieve, sort, and distribute all interoffice mail
- Parking Validation: Oversee parking validation (distribution and auditing inventory) for employees and guests
- Mail Coordination: Coordinate all Federal Express, UPS, and other mail-related deliveries
- Office Supplies Management: Responsible for office supplies and working cross-functionally with IT to ensure printers/copiers are working correctly
- Snack and Beverage Restocking: Restock snacks and beverages
- Meeting Support: Assist with meeting set-ups and breakdowns, and ensure conference rooms are equipped
- Event Coordination: Provide assistance in coordinating seasonal office and off-site events
- Administrative Support: Ad-hoc administrative duties (filing, organizing, etc)
2. Front Desk Associate Responsibilities and Key Tasks
- Call Handling: Answer all incoming calls, handle callers’ inquiries, or redirect calls
- Visitor Reception: Greet, assist, and/or direct all visitors to the Company
- Administrative Support: Clerical and administrative support
- Paperwork Processing: Set up and process paperwork for new properties
- Property Advertising: Accurate advertising of properties
- Application Management: Manage and maintain the application process
- Deposit Handling: Receive and ensure proper handling of security deposits brought into the office
- Rent Processing: Receive and ensure proper handling of rent payments
- Move-in Documentation: Process move-in sheets by printing, filing, and uploading them into the Company’s software
- Property Visit Coordination: Coordinate visits to the property between the owner, third parties, and tenants
3. Front Desk Attendant Essential Functions
- Member Greeting: Greet members by name and create a great first impression of the club
- Member Check-in: Check in members and guests to the club
- Membership Liaison: Act as liaison between current and prospective members and the Membership Department
- Call Handling: Answer incoming calls professionally
- Member Support: Field all members' questions, concerns, and complaints
- Team Support: Provide additional support to the Membership Experience Manager
- Front Desk Operations: Perform opening and closing functions regarding the front desk
- Payment Handling: Take payment and ensure the cash drawer is balanced at the start and end of the shift
- Meeting Participation: Attend all required department and club staff meetings
- Environment Maintenance: Provide a clean, safe, and healthy environment for members, guests, and co-workers
4. Front Desk Coordinator Roles and Responsibilities
- Client Guidance: Guide clients on the procedures at the business.
- Call Handling: Answer telephone calls and provide accurate information to clients.
- Reception Maintenance: Keep the reception area clean and conducive for clients as they wait for their turn to be attended to.
- Product Introduction: Introduce new beauty products to clients and educate them on their uses and benefits.
- Promotion Updates: Keep clients updated on the current promotions and discounts on products and services offered in the business.
- Payment Processing: Process payments from clients for services ordered from the business.
- Cashier Duties: Perform cashier duties such as processing client payments, collecting method of payment methods, and cash handling.
- Client Tracking: Keep track of long-term clients so they enjoy the benefits given to loyal customers.
- Spa Opening and Closing: Open and close the spa at the appropriate time.
- Client Feedback Collection: Assist in getting client feedback on the level of services delivered to improve service delivery.
5. Front Desk Receptionist Job Summary
- Community Engagement: Create a welcoming and collaborative community environment amongst employees through events and building relationships
- Operations Oversight: Ensure that the space is fully operational and all processes are running smoothly
- Front Desk Coverage: Cover the front desk during business hours, being the first point of contact
- Issue Resolution: Solve facilities and office-related issues to ensure a cohesive community
- Event Planning: Assist with planning and organizing events for the office to enhance the company culture
- Event Support: Assist with the set-up and breakdown of events, including ordering food and beverages
- Food and Beverage Ordering: Order company lunches for Fridays and company snacks/beverages
- Office Maintenance: Assist with office operations and maintenance to ensure the highest level of employee experience
6. Front Desk Supervisor General Responsibilities
- Operations Supervision: Supervise day-to-day operations, ensuring the quality, standards, and meeting the expectations of the customers daily.
- Conflict Resolution: Handle complaints, settle disputes, and resolve grievances and conflicts with guests and patrons.
- Front Desk Communication: Ensure that current information on rates, packages, and promotions is available at the Front Desk and that all associates are knowledgeable about such.
- Dispute Investigation: Assist Accounting in researching all disputed charges and contact guests to explain disputes regarding Front Desk procedures.
- Policy Compliance: Maintain complete knowledge of and comply with all departmental policies, service procedures, and standards.
- Guest Relations: Respond in a courteous, professional, and rapid manner to resolve all guest and associate concerns.
- Culture Modeling: Model the company’s culture, vision, mission, and core values at all times.
- Quality Assurance Compliance: Comply with quality assurance expectations and standards as directed by management (Forbes and LQA).
- Confidentiality Management: Maintain confidentiality of guest information and pertinent hotel data.