Front Desk Representative at Ufanisi Digital Media

We are looking for a pleasant Front Desk Representative to undertake all receptionist and clerical duties at the desk of our main entrance. You will be the “face” of the company for all visitors and will be responsible for the first impression we make.

The ideal candidate will have a friendly and easy going personality while also being very perceptive and disciplined. You should be able to deal with complaints and give accurate information. A customer-oriented approach is essential.

The goal is to make guests and visitors feel comfortable and valued while on our premises.

Front Desk Representative Responsibilities

• Keep the front desk tidy and presentable with all necessary material (pens, forms, paper etc.)
• Greet and welcome guests
• Answer questions and address complaints
• Answer all incoming calls and redirect them or keep messages
• Receive letters, packages etc. and distribute them
• Prepare outgoing mail by drafting correspondence, securing parcels etc.
• Check, sort and forward emails
• Monitor office supplies and place orders when necessary
• Keep updated records and files
• Monitor office expenses and costs
• Take up other duties as assigned (travel arrangements, schedules etc.)

Requirements

• Proven experience as front desk representative, agent or relevant position
• Familiarity with office machines (e.g. fax, printer etc.)
• Knowledge of office management and basic bookkeeping
• Proficient in English (oral and written)
• Excellent knowledge of MS Office (especially Excel and Word)
• Strong communication and people skills
• Good organizational and multi-tasking abilities
• Problem-solving skills
• Customer service orientation
• High School diploma; additional qualifications will be a plus.

Career Advice for Front Desk Representative(s)

As a Front Desk Representative, you are the first point of contact for clients, customers, and visitors—making your role crucial to a company’s image and daily operations. To thrive and grow in this profession, it’s essential to stay current with evolving customer service expectations, communication tools, and workplace technologies.

1. Master Digital Communication Tools
With many businesses adopting digital check-ins, virtual reception systems, and CRM platforms, proficiency in tools like Microsoft Office, Google Workspace, and scheduling software is key. Learning basic customer relationship management (CRM) systems like HubSpot or Zoho can give you a competitive edge.

2. Develop Exceptional Communication Skills
Clear, courteous, and confident communication—both verbal and written—is a must. Practice active listening and remain calm under pressure. These soft skills can significantly improve client satisfaction and are highly valued by employers.

3. Build Multitasking and Organizational Abilities
Front desk roles require juggling calls, in-person queries, scheduling, and administrative tasks simultaneously. Strengthen your time management by using checklists, calendar tools, and setting priorities daily. Efficiency and accuracy boost your reliability.

4. Maintain a Professional Appearance and Attitude
Since you represent the company’s image, maintaining a professional demeanor, appropriate dress code, and a welcoming attitude goes a long way in setting a positive tone for clients and staff.

5. Seek Career Advancement Opportunities
Consider certifications in office administration or customer service (e.g., CPD-accredited courses). With experience, front desk professionals can progress into roles such as Office Administrator, Executive Assistant, or Customer Service Manager.

Salary Approximation
In Kenya, Front Desk Representatives typically earn between KES 30,000 to 60,000 per month, depending on the industry and location.

Would you like a list of short online courses to boost your skills in this role?