JOB ADVERTISEMENT

POSITION: FRONT DESK COORDINATOR 

REPORTS TO: ADMINISTRATION MANAGER

LOCATION: NDOLA

Special Protection Services Limited invites applications from suitably qualified, experienced, and results-oriented individuals to fill the position of Front Desk Coordinator. Job purpose is to serve as the primary point of contact for Special Protection Services Limited. The Front Desk Coordinator will manage visitor receptions, handles incoming and outgoing communications, provide essential administrative support, and ensure a secure, efficient, and professional reception environment

1. Qualifications and Experience

• Full Grade 12 School Certificate with at least five (5) credits, including English and Mathematics.
• Diploma in Secretarial Studies, Front Office Management, Public Relations, Business Administration, or a related field.
• Minimum of two (2) years of relevant experience in a front desk, reception, or client-facing administrative role.
• Strong proficiency in MS Office Suite (Word, Excel, Outlook).
• Experience operating office hardware (printers, scanners etc).

2. Key Qualities, Skills, and Competencies

• Excellent verbal and written communication skills with a polished, professional telephone etiquette.
• Exceptional interpersonal and customer service skills, with a warm and welcoming demeanor.
• High level of personal presentation, grooming, and professionalism.
• Strong organizational, multi-tasking, and time-management abilities under pressure.
• High integrity, discretion, and the ability to handle confidential information appropriately.
• Sound problem-solving capabilities and a proactive, guest-oriented approach.

4. Key Responsibilities

• Guest & Visitor Management: Welcome visitors, clients, and prospective employees professionally; handle initial inquiries, and direct guests to the appropriate personnel or departments.
• Access Control & Reception Security: Monitor visitor access, maintain visitor logbooks, adhere to company security and safety protocols, and notify security personnel of any security irregularities.
• Meeting Room Management: Maintain the appointment calendar for conference rooms, prepare meeting spaces (ensuring cleanliness and required amenities), and coordinate light refreshments when necessary.
• Office Supplies & Upkeep: Monitor and maintain inventory levels for front office stationery and supplies; ensure the reception area and lobby remain clean, organized, and presentable at all times.
• Record Keeping & Document Control: Assist with basic office filing, document scanning, data entry, and clerical support for management as assigned.
• General Duties: Execute any other administration or customer-service-related tasks assigned by management.