Front office executive - Receptionist

• 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)