Receptionist

Soft Service Facility Coordinator (Receptionist), FCDO Responsible for: Primary reception services and administrative support

Role Summary The Reception Coordinator serves as the first point of contact for staff, visitors, and callers at the FCDO facility. Like a hotel concierge, this role creates a comfortable and welcoming experience for employees and their guests while maintaining a professional and customer-oriented atmosphere.

This position handles all reception-related services including incoming communications, meeting room bookings, and visitor management, while also supporting work order management, business card arrangements, public inquiries etc. and providing administrative backup for the Soft Service Facility Coordinator. The scope of duties is fluid and varies based on customer requests. Below is basic scope of the role, you will be expected to perform tasks beyond those listed below, adapting to situations as they arise and responding flexibly to operational needs.

Responsibilities Reception Services (60%):

• Front-of-House Excellence: Serve as the primary point of contact for staff, visitors, and callers, delivering a welcoming, professional, and hospitable experience that reflects the client’s brand values.
• Communication & Inquiry Management: Manage incoming calls and general inquiries regarding building facilities and client business operations, ensuring timely, accurate, and professional responses while maintaining detailed call logs and email tracking records.
• undefined
• Meeting & Event Coordination: Oversee end-to-end meeting room management, including booking coordination, physical setup, and arranging catering services to ensure seamless execution for both internal and external meetings.
• Security & Operational Support: Uphold workplace safety and security by strictly adhering to access control protocols and emergency procedures, while also managing administrative tasks such as the lost-and-found process to maintain an organized office environment.

Administrative Support & Backup for Soft Service Facility Coordinator (30%):

• Conduct regular joint inspections of office vending machines and monthly checks of refrigerators with vendors to verify operational status, hygiene standards, and compliance with health and safety regulations.
• Manage the end-to-end ordering process for business cards and office signage, ensuring timely delivery and quality control.
• Serve as the designated backup for the Soft Services Facility Coordinator, providing seamless coverage during absences to ensure continuity of daily operations and task execution such as processing invoices and back-office administration etc.

Corrigo & Work Order Support (10%):

• Create and manage new work orders in Corrigo, ensuring accurate documentation of office support requests.
• Monitor, triage, and reassign work orders as needed, serving as the primary liaison between internal stakeholders and external vendors to ensure timely resolution.
• Track work order status, approvals, and due dates to ensure service level agreement is met, and operational continuity is maintained.
• Prepare and submit service proposals via Corrigo for management approval, following up on pending items to prevent delays.

Core Competencies The Soft Service Facility Coordinator will demonstrate the following competencies:

■ Be familiar with the Scope of Work (SOW) and assist Reporting Manager in the delivery of Client Satisfaction, Uninterrupted site operation and continuously

■ Excellent customer service and communication skills (oral and written)

■ Ability to create a welcoming, hospitable, and professional atmosphere

■ Proficient in MS Applications such as Excel, Word, and PowerPoint

■ Strong organizational and multitasking abilities

■ Professional telephone manner and email etiquette

■ Team player with ability to work independently

■ Client focus & relationship management

■ Problem solving and attention to detail

■ Ability to drive employee engagement and create a positive workplace environment

■ Ability to work in a fast-paced diplomatic environment

■ Enthusiasm to learn new things especially in facilities (soft services) for own step up

■ Security clearance

Experience

• Tertiary education in relevant field or equivalent experience
• Minimum of two (2) years of experience in reception, customer service, hospitality, administrative roles, or related field
• Experience in or capability of working in a diplomatic or corporate environment
• Familiarity with work order management systems preferred
• Experience in creating engaging and welcoming customer experience

[Place of Work]

Location: Within Tokyo’s 23 wards

[Working Hours and Days Off]

Working hours are based on the client’s timetable

Generally based on working from the office

Days off: Two days off per week (Saturday and Sunday), public holidays, and the year-end and New Year period

【Salary】

Overtime pay: Available. A fixed overtime allowance is included in the basic annual salary (equivalent to 30 hours per month) *For non-managerial positions

Bonuses: Available (performance-related bonuses)

Probationary period: Yes

【Number of Vacancies】 1

【Selection Process】

• Application screening
• Interviews (several rounds planned)
• Final interview