Front Office

Are you looking for a job in front office administration, here we have list down some important questions and answers that will help you to ace the job interview.

Q.1 What are the roles and responsibilities of a receptionist?
1. Meeting and greeting clients. 2. Booking meetings. 3. Arranging couriers. 4. Keeping the reception area tidy. 5. Answering and forwarding phone calls. 6. Screening phone calls. 7. Sorting and distributing post.
Q.2 What are the duties of a front desk receptionist?
1. Answering and routing phone calls in accordance with office policies. 2. Greet and direct all visitors including vendors, clients and customers. 3. Registering and scheduling patient/client appointments. 4. Ensure completion of paperwork, sign-in and security procedures.
Q.3 List some receptionist skills?
1. Written and verbal communication skills. 2. Customer service. 3. Multitasking and prioritizing. 4. Dependability. 5. Familiarity with Microsoft Office. 6. Problem-solving. 7. Ability to work under pressure. 8. Attention to detail.
Q.4 What is the role of front office executive?
A Front Office Executive is responsible for introducing the clients and guests to the higher management of the organization. There main duties include answering the calls, attending the guests, overseeing the front office operations and maintaining the contact list of clients.
Q.5 Name some foreign currency and their country?
Russia - Rumble, India - Rupee, United Kingdom - Pound, UAE - Dirham, Kuwait - Dinar, France - Euro etc.
Q.6 What are the different types of rooms?
Type of Rooms in the hotel industry. 1) Single, 2) Double, 3) Suite, 4) Twin, 5) King, 6) Queen, 7) Double-Double, 8) Cabana etc.
Q.7 How many sub-department/sections are there in the front office?
Reception, Cashiering, Guest Service, Night Auditor, Telephone, Bell Desk, Uniformed Service.
Q.8 What do you think are the basic tasks of an office front desk officer?
Key tasks of a Front Desk Officer include correspondence sorting, front desk handling and serving as a point of contact for incoming clients.
Q.9 What traits should a receptionist possess?
A receptionist gives out the first impression of the company or organization so he or she should have a pleasant personality along with strong ability to deal with people from varied backgrounds in a polite and helpful manner. Time management and task prioritization are two core elements needed for the job.
Q.10 What makes a receptionist's work meaningful?
A receptionist's work is probably the most fulfilling in any firm. Providing excellence in customer services and presenting a positive face of the company on a front desk makes a receptionist's work meaningful.
Q.11 What is Front Desk Officer?
A Front Desk Officer is also Receptionist. Receptionists hold a key role in any organization. In fact, they represent their company which is why their work is very sensitive.
Q.12 What are grammatical functions?
Grammatical function is the syntactic role played by a word or phrase in the context of a particular clause or sentence.
Q.13 What is the difference between traditional and functional grammar according to you?
Traditional grammar focuses on teaching students about structuring sentences and the different parts of speech, whereas functional grammar has a strong focus on the context of a text.
Q.14 What are the principles of functional grammar?
1) The pragmatic aspects of the utterance. 2) The semantic aspects of the utterance. 3) The morphosyntactic aspects of the utterance. 4) The phonological aspects of the utterance.
Q.15 How does functional grammar classify English words?
Functional grammar places English words into four big groups: noun group, verb group, adjective group, and prepositional group
Q.16 What are the 8 noun functions?
There are several types of nouns, proper nouns, common nouns, concrete nouns, abstract nouns, collective nouns and compound nouns.
Q.17 What are three grammatical functions of a clause?
The three grammatical functions of a clause are: adjective, adverb and noun.
Q.18 What are four components of grammar?
1. The interpersonal level, which accounts for the pragmatics. 2. The representational level, which accounts for the semantics. 3. The morphosyntactic level, which accounts for the syntax and morphology. 4. The phonological level, which accounts for the phonology of the utterance.
Q.19 What are the key elements of traditional grammar?
These are nouns, pronouns, verbs, adverbs, adjectives, prepositions, conjunctions, and interjections.
Q.20 What are the 8 parts of speech?
There are eight parts of speech in the English language: noun, pronoun, verb, adjective, adverb, preposition, conjunction, and interjection.
Q.21 What is meant by functional English?
Functional English is usage of the English language required to perform a specific function.
Q.22 What are the 3 types of clauses?
There are three main types of dependent clauses: relative, noun, and adverbial.
Q.23 What are Clauses?
Clauses are grammatical structures that contain a subject and a predicate and are the basic grammatical unit that can express a complete proposition.
Q.24 What are the functions of Verb clause?
Verb clauses perform four grammatical functions: declaration, exclamation, question, and command.
Q.25 What is the primary focus of any organization?
The primary focus of any organization is to understand the perception of the customer, recognition of the needs and wants of the customer, together with knowledge of the changes required to be made such as capacity, outlook, availability etc.
Q.26 What is the reason for failure of many projects?
The reason for failure of many projects is due to the belief of the system developer that users have no say in the development of the system.
Q.27 Give a list of priorities for facilitating the development of customer’s expectations?
1. Customer service requirements must be measured internally 2. Identifying the types of requirement to be established 3. Conducting interview and gathering information 4. Designing survey techniques used inside the clients business 5. Establishing customer service standards by analyzing previous records 6. Realizing the constraints and defining acceptable ranges 7. Setting goals to meet the customer service requirement
Q.28 What is an agreement?
An agreement is designed to define the standard procedures as guidelines to enable the relationship a record of what is to be expected.
Q.29 What is the major reason for a dispute between vendor and the client?
One of the reasons of dispute is when the management does not feel that the supplier is providing the level of service promised at the beginning of the project, which may ultimately lead to termination of the relationship and may also impose litigation.
Q.30 What can led to the success of E-Government?
Prioritization of services and ICT enablement for those high priority services in a phased manner can enable the E-Government projects with successful management of implementation and also taking care of the risks and issues during the implementation.
Q.31 What does the need for the service prioritization include?
1. Achieve early results 2. Lower the risks and increase the benefits 3. Achievement with existing limited resources and capacities
Q.32 What does the process of service prioritization involves?
1. Enlist the list of services 2. Gather data about the various services 3. Focus on high value services to convert 4. Prioritize implementation of identified services and 5. Validate and Rationalize the Results
Q.33 What does gathering data about the various services involves?
It involves collecting operational information and statistics for the identified list of services like Number of transactions or customer visits, frequency processing time, time spent by the customer for follow-up and track progress, etc.
Q.34 How will you prioritize implementation of identified services?
Identify when to implement each of the identified high value services and define priority for each such service based on the analysis of service visibility and complexity.
Q.35 How do you practice customer service skills?
1. Practice active listening. 2. Learn to empathize with your customers. 3. Use positive language. 4. Improve your technical skills. 5. Know your products and services. 6. Look for common ground. 7. Communicate clearly. 8. Be solutions-focused.
Q.36 What are the types of presentation?
1. Informative. 2. Instructional. 3. Arousing. 4. Persuasive. 5. Decision-making.
Q.37 What are the presentation skills?
Presentation skills are the skills you need in delivering effective and engaging presentations to a variety of audiences.
Q.38 Presentation skills depends on what factors?
These skills cover a variety of areas such as the structure of your presentation, the design of your slides, the tone of your voice and the body language you convey.
Q.39 What are the main features of a telephonic conversation according to you?
1. Prepare for the call. 2. Be clear about what you want to achieve. 3. Remember the other person has no non-verbal cues. 4. Think about your tone of voice. 5. Make sure you listen carefully. 6. Speak clearly and be succinct. 7. If you don't understand something, ask.
Q.40 How do you communicate through email?
1. Don't over communicate by email. 2. Make good use of subject lines. 3. Keep messages clear and brief. 4. Be polite. 5. Check your tone. 6. Proofread.
Q.41 What are the benefits of email communication?
Emails are delivered extremely fast when compared to traditional post. Emails can be sent and received from any computer, anywhere in the world, that has an internet connection. Each email sent is effectively free.
Q.42 Give few types of emails?
1. Newsletter emails. 2. Special offer emails. 3. Milestone emails. 4. Review request emails. 5. Welcome emails.
Q.43 Give some tips for better listening skills?
1: Face the speaker and maintain eye contact. 2: Be attentive, but relaxed. 3: Keep an open mind. 4: Listen to the words and try to picture what the speaker is saying. 5: Don't interrupt and don't impose your "solutions."
Q.44 How can creating a to-do list help you manage time?
Create a to-do list and make it a habit to continually update it. Include urgent and non-urgent items so that you never forget or overlook anything again. It prepares you before hand and you can save time since you have already planned out each and everything.
Q.45 How important do you think is to keep a deadline?
I believe in being realistic about setting deadlines and strive to meet them. It’s true that any task takes the exact amount of time allotted to it. Although we tend to get a lot done when we are under pressure, it is a lot less stressful and considerably more professional to establish and stick to an action plan.
Q.46 What according to you is the reason for bad quality work output?
One of the reason that I think that causes problem in management is interruptions while performing tasks. It is very important for an individual to concentrate completely while doing any activity, as it can cause errors. Therefore, disruptions of any type can hamper the quality of work and increases the chances of occurrence of fault.
Q.47 How to Avoid delays?
Schedule some of the more fun aspects of the project to follow the negative ones. In case you continuously put things off and miss deadlines, perhaps you should look carefully at your current job, your career goals, your strengths, and your interests.
Q.48 What do you know about the HEAR model?
HEAR model gives a step by step approach with configuration of the whole listening process to ensure that the telesales executive is listening to the person on the other side of the line.
Q.49 What are the various components of the HEAR model?
1. Hear 2. Empathize 3. Analyze 4. Respond
Q.50 Give some examples of Personal communication devices?
1. cell phones 2. pagers 3. personal digital assistants (PDAs)
Q.51 Why are you interested in working at the front desk/ reception?
Clearly the Front desk staff is considered as the face of the company or brand or hotel you are working for. In order to answer the interview question you must focus to highlight your skills and qualifications. In case you possess a degree in front desk management, you can say something like - "I have a degree in front desk management, together with excellent communication skills. Also, Also I find myself quite effective in dealing with people, solving their problems and I am always able to find ways to go above and beyond my duties. I also try to make a effective use of all these qualities in a front office position which makes me interested in this profile"
Q.52 What are the general roles and responsibilities or routine at work of a front office executive?
Apart from the skills required to perform job the front office executive job, the question focuses to analyse following skills - 1. Organization and co-ordination skills 2. Time management skills 3. Energy levels at the end of the shift As a routine job a front desk executive is expected to co-ordinate with various departments, multi-task and be able to attend guests. Sample Answer - "I begin my day by making a 'to do list' and assign myself with tasks on a priority basis. Also I go through my e-mails and ensure that each mail is read and answered and proceed accordingly with the tasks from the "to-do list". While working in a front office requires to deal with a lot of guests and also co-ordinate with colleagues but it is extremely crucial for us to have high energy levels intact till the end of the shift. For this I keep myself refreshed with reading books and focus on physical fitness as well."
Q.53 How important is it to anticipate the needs of a visitor and thereby taking extra effort to meet them?
It is very important anticipate the needs of a visitor and thereby meeting them even before they ask you for help goes a long way in making you and your organization a success. You should support your answer with some examples when a guest anticipates a needs and fulfilled them even before they could think of them.
Q.54 How important is it for the Front desk executives to have the knowledge of local area?
Generally the front desk executives play an extremely important role of being the reference point for the visitors. Since guests often come with questions about the surroundings. You should make an effort to be aware of the local area and the city by studying the maps, knowing about the local spots by reading about local areas. However, there can be moments, when you may not have answers to their questions. In such cases, you should ask them to wait while you find the answer for them.
Q.55 Why should we hire you as a Front Office Executive?
You may highlight your skills by notifying that you possess the following qualities required to become a good front office executive supported with examples. In order to hire someone as a front desk executive, he/she is required to be presentable, pleasant and well mannered. As the first point of contact in the organization they are required be calm in dealing even with the unpleasant situations with an aim to offer the best service to their guests. There are times when the people working at the front desk have to remain standing for very long hours. Therefore they are required to be physically fit. They should also possess a good memory and be organized to deal with the information regarding so many visitors. Front desk executives play a key role in building a good image for the hotel or any other facility. Therefore it is very important that they are ready to go beyond their responsibilities to make the experience a good one for the guests.
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