Front Office Executive

1. Job Purpose

The Front Office Coordinator will manage front office operations while supporting physical security administration. The role is responsible for employee and visitor access management, ID badge administration, visitor processing, security documentation, record maintenance, reception services, and coordination with Security, Facilities, HR, and business teams.

2. Key Responsibilities

Front Office & Reception

• Welcome employees, visitors, vendors, and guests in a professional manner.
• Manage reception, telephone calls, emails, and general enquiries.
• Coordinate meeting room bookings and visitor arrivals.
• Overall administration of the Reception Area.

Badge & Access Management

• Issue new employee ID/access badges after receiving approved requests.
• Receive and then inform Control Room to deactivate badges of separated employees, contractors, and vendors.
• Maintain badge inventory and access card registers.
• Coordinate with IT for return of Systems being returned by employees.
• Escalate lost, damaged, or unauthorized badge usage.

Visitor Management

• Register visitors using the Visitor Management System (VMS).
• Verify identity documents and ensure host approvals.
• Issue, track, and collect visitor badges.
• Generate visitor reports and maintain visitor records.

Security Documentation

• Maintain employee badge issue/receipt registers.
• Maintain contractor and vendor access records.
• Maintain key registers, incident logs, and security documentation.
• Prepare daily, weekly, and monthly MIS reports.
• Support audits by producing accurate documentation.

Security Coordination

• Coordinate with security guards regarding access-related issues.
• Report unauthorized access attempts or security concerns.
• Support emergency response by maintaining accountability records.

Compliance

• Ensure compliance with company SOPs, security policies, confidentiality requirements, and data privacy standards.

3. Required Skills

• Excellent communication and customer service skills.
• Strong documentation and record management skills.
• Knowledge of Visitor Management Systems and Access Control Systems.
• Good working knowledge of MS Office (Excel, Word, Outlook).
• Attention to detail and ability to maintain confidentiality.
• Ability to work with cross-functional teams.

4. Qualification & Experience

• Minimum Qualification: Graduate in any discipline
• 2 years of experience in Front Office, Administration, Security Administration, or Facilities Management.
• Experience in corporate offices, IT parks, SEZs, or commercial facilities preferred.

5. Key Performance Indicators

• Accuracy of badge issuance and recovery records.
• Visitor processing time and compliance.
• Documentation accuracy and audit readiness.
• Customer service quality.
• Timely submission of security reports and MIS.

6. Preferred Candidate Profile

• A lady with very good personality, excellent interpersonal skills and a strong inclination toward physical security administration.
• The ideal candidate should be organized, customer-focused, detail-oriented, and capable of handling confidential information while supporting access control, visitor management, documentation, and reception operations.
• Should be able to extend her shift in case of important client visits and leadership visits (In such situations drop facility can be planned).