Front Office Manager Job Description, Skills, and Salary
Are you searching for a front office manager job description? Get to know about the duties, responsibilities, qualifications, and skills requirements of a front office manager. Feel free to use our front office manager job description template to produce your own front office manager job description. We also provide you with information about the salary you can earn as a front office manager.
Who is a Front Office Manager?
A front office Manager is also known as a front desk manager. They are saddled with the responsibility of ensuring that staff treat guests as appropriate and also that administrative duties and guest service reception are performed as expected. The responsibilities a front office manager performs are: training the receptionists, preparing work schedules, and gathering feedback reports.
Front office managers serve as the first point of contact to guests and they ensure that office space, customer satisfaction, and loyalty are very much enhanced. They are usually the first point of contact with customers and they do their best to leave a good impression and reputation on the customers. They perform responsibilities such as answering customer questions, guiding and advising customers, keeping the front office very tidy, and following all the guidelines of the organization.
There is no specific qualification for a front desk manager but most employers are looking for candidates who have experience in handling cash, accounting procedures, and also performing general administrative tasks. Front desk office managers are expected to have hospitality experience. They usually work on shifts and the normal shift is 35-40 hours per week. Their attention may be called upon in case of an emergency and so they prepare themselves to work for extended hours once called upon.
Front Office Manager Job Description
What is a front office manager job description? A front office manager job description is simply a list of duties and responsibilities of a front office manager in an organization. Below are the front office manager job description examples you can use to develop your resume or write a front office manager job description for your employee. Employers can also use it to sieve out job seekers when choosing candidates for interviews.
The following are the duties and responsibilities of a Front office manager:
- Aiding, training, and supervising front office staff
- Guaranteeing that all customer-related tasks are handled accurately and on time to improve the guest experience
- Dealing with customer complaints and special requests
- Slating staff shifts and managing other HR-related duties
- Retaining an orderly appearance throughout the reception area
- Regulating stock and ordering office supplies, including stationary and information leaflets
- Educating monthly management reports on customer feedback, bookings, and cancellations
- Organizing the departmental budget
- Revamping files and records
- Implementing all cash-handling, checking, and credit procedures
- Evaluating all guest’s complaints and requests and also ensuring timely resolution for all
- Overseeing the work of all team members and ensuring achievement of all front office objectives according to quality standards
- Regulating work of housekeeping staff and ensuring efficient maintenance of all rooms according to hotel standard
- Formulating front office schedule and ensure compliance to same and get it approved by the director of the front office
- Partaking in various educational seminars and evaluating front office operations and recommending changes if required
- Regulating all guest’s ratings and comments for hotels and evaluating same to improve all services
- Encouraging the development and monitoring of the budget to provide top-quality customer service
- Planning the front office staff and supervising workload during shifts
- Functioning as a liaison between the General Manager and staff
- Replying to phone inquiries, and direct calls, and providing basic information
Qualifications
- High school diploma or an associate’s degree
- Two years more of a previous front office manager or front desk supervisor experience is preferred
- Outstanding leadership, management, and team-building skills
- Client service or management experience
- Tremendous interpersonal and communication skills
- Terrific problem-solving skills
- Basic accounting skills
- The ability to remain positive and focused in a fast-paced environment
- Good time management skills
- Enormous computer skills and the proficiency to learn new skills quickly
- A professional appearance
- Must have strong verbal, written, and Interpersonal skills
- Proficient in computer skills, including Microsoft Office Suite( Word, PowerPoint, Outlook, and Excel)
- Proficiency to multitask, prioritize, and manage time
- Experience with operating office machines such as fax, printer, and many more
- Grasp ownership and pride in your performance and its impact on the company’s success
- Crucial thinker and problem-solving skills
- Team player
- Customer-centric
Essential Skills
- Customer Service
- Organizational Skills
- Leadership Skills
- Communication Skills
- Time- management and multitasking
- Computer skills
- Customer Service: A Front office manager is expected to be customer service oriented that is to say he or she is expected to ensure that other staff treats clients efficiently. Customer satisfaction is the goal of any front desk manager and he or she must ensure that it is highly maximized. To achieve this you must develop a friendly and professional attitude towards customers. Customers can also make phone calls to obtain basic information, it is your sole responsibility to keep them updated about any recent development.
- Organizational Skills: A front desk manager must be very organized because he or she is responsible for updating records of files and also ensuring that old files are also kept properly for future reference. Organizational skills also ensure the handling of all financial transactions of the organization and also keeping all the records safe. This is a core skill that front desk managers need to possess to ensure a smooth office space. They also keep office supplies safe and well arranged. Once the front desk manager is well organized, he motivates other staff to be very organized to ensure a smooth working environment.
- Leadership Skills: This employs guiding and directing other staff as well as also training them on how they can be efficient. Leadership skills mentoring other staff to ensure that guests are well treated and also to guarantee customer satisfaction. Once the new staff is recruited, it is the responsibility of the front office manager to train them and guide them on the overall guidelines of the organization. The front desk manager is also responsible for assigning tasks to staff based on their capacity and he also does a quick assessment of staff. They need to employ their leadership skills to run the organization smoothly.
- Time Management and Multi-tasking Skills: This has to do with ensuring that the employees follow their schedules and achieve them at the expected time. They must never keep customers waiting but do their best to ensure that customers’ needs are satisfied at the expected time. They must also know how to prioritize tasks theories to fulfill the most important task and then accomplish the less important task later. A front office manager is always customer-centric and the best way to achieve this is by managing time as expected.
In addition, they must know how to multitask that is to perform their various task without any task overlapping the other. They must know how to update records, draft a budget and perform financial transactions to perfectly fit into the role of a front office manager.
- Communication and Diplomacy Skills: Communication is highly vital for a front desk manager because he or she must communicate with the team, employees, general manager, and clients. It is highly paramount for him or her to know how to communicate with clients and build a bond with them to retain them. Communication with clients kicks off by giving the client a welcome reception in reception and then following the client up through phone calls and emails to ensure that the client is satisfied with the services being offered to him or her. They also respond to clients’ inquiries and complaints via phone calls.
Furthermore, they are also responsible for drafting reports and departmental budgets and handing them to the general manager of the organization to who they report.
- Computer Skills: They must be proficient in computer skills such as Microsoft word, excel, outlook, and other software. These computer skills will help them maintain the database of the organization to trace any information that can help the present situation. Computer skills also it very easy for front office managers to communicate with the client and build a bond with them.
How to Become a Front Office Manager
- Earn a Bachelor’s Degree
A front office manager is a top-notch position and most employers prefer someone with a bachelor’s degree in Human Resource Management, hospitality, Business Administration, or any related field. This bachelor’s degree will expose you to the rudiment of management or administration. Some employers can also consider a candidate with a high school diploma but for an entry-level position. Such a candidate will have to work his or her way to the top to become an office manager. You can also enroll in training programs for receptionists to help you get fast entry into the position.
- Enroll for an Advance Degree
This is a leadership and a managerial position, it is very good to enrolling an advanced degree in Business Administration, Management, or any related field to earn more job prospects. This advanced degree will broaden your horizon on how to become a front desk manager. A master’s degree will also help you to harness some essential skills that a good front office manager needs to have. You can also proceed to acquire a doctorate if necessary to become an excellent front desk manager although it is not mandatory.
- Get Experience
Experience is highly vital for a front desk manager and to get experience; you can start with entry-level positions such as an administrative secretary or hotel receptionist. These entry-level positions will give you an insight into what the role of a front office manager is all about. Once you acquire experience for some time, the general manager can promote you to the role of a front office manager. You should acquire experience in handling cash, accounting procedures, and also how to perform general administrative tasks. You should also gain hospitality experience and be very much familiar with hotel bookings and how to utilize computer software. You should also be very much familiar with how to operate a fax machine, how to draft official letters and memos, computer gadgets usage, and also how to use the printer. Acquiring experience will make you an exceptional front office manager and it will help you to command respect from your employees. You can also go for leadership training to know how to guide and direct the team of employees you are working with.
- Draft your Resume and Apply for Jobs
The next step to take is to draft your resume and apply for jobs. Ensure that you highlight your qualification, skills, and experience but most importantly focus on your experience. Draft your resume in such a way that will attract your potential employer; you can meet a professional to draft it for you. After you have drafted your resume; attach it with a cover letter to apply for jobs. Apply for open job positions available in your locality and ensure you also look out for open vacancies online.
Where to Work as a Front Office Manager
A front office manager can work in various establishments such as hotels, schools, companies, and government agencies. They work for 40 hours per week but they can work for extended hours if the need arises. The environment they work in is an office setting in the reception area. They are usually the link between the organization and the client. The front office manager can also travel to different places to meet up with clients and accomplish other responsibilities as the need arises.
Front Office Manager Salary Scale
The salary of a front office manager varies across countries and below are some countries:
- In the United States, The average front office manager salary in the USA is $44,850 per year or $23 per hour. Entry-level positions start their career at $35,977 per year while most professional workers make up to $60,000 per year. The average front office manager salary in New York is $50,000 per year or $25.64 per hour. Entry-level positions start their career at $37,050 per year while most experienced workers make up to $67,500 per year. The average front office manager salary in Hawaii is $55,000 per year or $28.21 per hour. Entry-level positions start their career at $41,250 per year while most experienced workers make up to $75,500 per year.
- In the United Kingdom, The average front office manager’s salary in the United Kingdom is £30,000 per year or £15.38 per hour. Entry-level positions start their career at £25,000 per year while most experienced workers make up to £68,250 per year.
- In Canada, The average front office manager salary in Canada is $46,800 per year or $24 per hour. Entry-level positions start their career at $39,000 per year, while most professional workers make up to $58,305 per year.
- In Australia, The average front office manager salary in Australia is $68,366 per year or $35.06 per hour. Entry-level positions start their career at $63,913 per year, while most professional workers make up to $80,996 per year.
- In the United Arab Emirates, The average pay for a Hotel Front Office Manager is AED 167,341 a year and AED 80 an hour. The average salary range for a Hotel Front Office Manager is between AED 117,139 and AED 203,319.
- In Nigeria, A person working as a Front Office Manager in Nigeria typically earns around 250,000 NGN per month. Salaries range from 135,000 NGN (lowest) to 378,000 NGN (highest).