About this role
•Proposed designation Front Office Executive •Role type Supervisory •Reporting to Manager •Work timings: 9 am to 5pm •Work mode: Office
Reception and Visitor Management Greet and welcome all visitors, clients, and employees in a warm, professional manner Manage visitor logs, issue visitor passes, and maintain reception security protocols Direct visitors to appropriate personnel and meeting rooms Ensure the reception area is clean, organized, and presentable always Coordinate with security team for ID card and access card issuance Handle visitor inquiries and provide accurate information about the organization Communication Management Answer, screen, and direct incoming phone calls professionally Manage incoming and outgoing emails and correspondence Maintain effective communication between departments and external stakeholders Facility Management Oversee day-to-day facility operations and maintenance coordination related to reception and meeting room. Liaise with in-house housekeeping and maintenance staff Monitor meeting room cleanliness, hygiene standards, and maintenance requirements Manage office supplies inventory and coordinate procurement related to meeting room. Meeting Room Booking and Management Manage meeting room reservations and maintain booking calendar Coordinate meeting room setup including furniture arrangement and equipment Ensure meeting rooms are prepared with required amenities (whiteboard, stationery) Optimize room utilization of meeting rooms. Track meeting room usage and maintain booking records Lunch Arrangements and Hospitality Coordinate small lunch arrangements for meetings, events, and visitors Liaise with catering vendors and hotels for food orders Manage refreshments and beverages for guests and meetings Ensure timely delivery and setup of food arrangements Maintain vendor database of restaurant and hotel vendors for lunch arrangement. Monitor quality and service standards of catering vendors Support event planning and coordination activities Office Supplies and Equipment Management Order stationery, pantry items, and office essentials Maintain stock levels and ensure timely replenishment Coordinate with vendors for procurement and deliveries Track expenses and invoice processing for refreshment arrangement.
Educational qualifications •Bachelor's degree or equivalent qualification •Additional certification in Office Management, Hospitality Management, or Administration (preferred) •Work experience Experience Requirements •Minimum 2 years of proven experience as Front Office Executive, Receptionist, or similar role •Experience in facility management and coordination •Experience in meeting room booking and management •Experience in a corporate office or professional services environment preferred
Communication & Technical Skills •Excellent verbal and written communication skills in English (and regional language if applicable) •Professional telephone etiquette and email communication •Ability to communicate effectively with diverse stakeholders •Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)