Front Office Executive

JD

1. Reception & Visitor Management

• Welcome and assist visitors, clients, and employees in a professional and courteous manner.
• Maintain visitor records and issue visitor passes.
• Inform concerned employees about visitor arrivals.
• Deliver an excellent first impression of the organization.

2. Call Handling

• Attend incoming calls and direct them to the appropriate departments.
• Record and relay messages accurately.
• Handle general inquiries professionally.

3. Meeting Room Coordination

• Manage meeting room bookings and schedules.
• Ensure meeting rooms are ready before scheduled meetings.
• Coordinate refreshments and meeting requirements.
• Monitor meeting room cleanliness and availability.

4. Courier & Mail Management

• Receive, record, and distribute incoming couriers, parcels, and documents.
• Coordinate outgoing courier dispatches.
• Maintain courier registers and tracking records.

5. Administrative & Facility Support

• Maintain reception records and front desk operations.
• Coordinate stationery inventory and office supplies.
• Assist in vendor and service coordination.
• Ensure the reception and common areas remain clean, organized, and presentable.
• Support daily workplace operations and office upkeep.
• Assist the Workplace Services Lead with daily and weekly facility activities.
• Coordinate employee engagement programs, office events, and celebrations.
• Liaise with housekeeping, maintenance, and security teams for smooth office operations.

6. Security Coordination

• Verify visitor approvals before granting access.
• Coordinate with the security team for visitor and employee access management.
• Ensure adherence to office security protocols.

Required Skills

• Excellent verbal and written communication skills in English.
• Pleasant personality with a customer-centric attitude.
• Professional appearance and behaviour.
• Good interpersonal and coordination skills.
• Basic knowledge of MS Office (Word, Excel, Outlook, PowerPoint).
• Ability to multitask and prioritize work efficiently.
• Strong record maintenance and documentation skills.
• Good organizational and time management abilities.

Qualification

• Any Graduate/Diploma or Equivalent

Experience

• 3+ years of experience in Front Office, Reception, Administration, or Workplace Services.

Preferred Experience

• Preferably from Hotels, Hospitality of Aviation Industry
• Experience in a corporate office or multinational organization.
• Basic understanding of workplace/facility coordination.
• Experience in handling visitors, vendors, and employee support services.