Front Office Executive

Job Summary

The Front Office Executive serves as the first point of contact for visitors, clients, and employees, ensuring a professional, welcoming, and positive experience. This role is responsible for managing front desk operations, greeting visitors, handling incoming communications, providing hospitality services, and supporting daily administrative activities to ensure smooth office operations.

Key Responsibilities

Reception & Visitor Management

• Greet and welcome visitors, clients, and guests in a professional and friendly manner.
• Register visitors and manage visitor access according to company security procedures.
• Notify employees of visitor arrivals when necessary.
• Maintain the reception area, meeting rooms, and visitor waiting areas in a clean and presentable condition.
• Ensure visitors receive a positive and professional experience while at the office.

Hospitality & Guest Services

• Prepare and serve beverages (coffee, tea, mineral water, etc.) to visitors, guests, and meeting participants.
• Coordinate refreshments for meetings, management visits, and company events.
• Ensure pantry and hospitality supplies are adequately stocked and maintained.
• Monitor cleanliness and organization of pantry and refreshment areas.

Telephone & Communication Management

• Answer, screen, and direct incoming calls professionally and efficiently.
• Take and relay messages accurately.
• Handle general inquiries and provide basic company information where appropriate.
• Manage reception email inbox and correspondence as assigned.

Administrative Support

• Manage incoming and outgoing mail, courier services, and deliveries.
• Coordinate meeting room bookings and meeting arrangements.
• Assist with document filing, scanning, photocopying, and data entry.
• Maintain office records and administrative documentation.
• Monitor and replenish office supplies when required.

Office Coordination

• Support office events, meetings, and employee engagement activities.
• Liaise with vendors, building management, and service providers.
• Assist in coordinating travel arrangements and accommodation bookings when required.
• Support basic office administration tasks assigned by management.

Requirements

Education & Experience

• Diploma, Certificate, or equivalent qualification.
• Minimum 1-3 years of experience in reception, customer service, hospitality, or office administration.

Skills & Competencies

• Excellent interpersonal and customer service skills.
• Strong communication skills, both verbal and written.
• Professional grooming and positive attitude.
• Good organizational and multitasking abilities.