Job Title
Executive - Front Office
Job Description Summary
Job Description
Job Description
Executive – Front Desk & Admin
Department: Administration / Facilities Designation: Executive – Front Desk & Admin
Job Purpose
To manage front desk operations and provide administrative and HR coordination support, ensuring a professional reception experience, smooth day-to-day office operations, and timely completion of administrative responsibilities.
Key Responsibilities
1. Front Desk & Reception Management
* Manage daily front desk operations, including visitor reception, guest handling, and incoming calls. * Maintain a professional, welcoming, and organized reception area. * Maintain visitor registers and ensure compliance with visitor management procedures. * Coordinate meeting room bookings and provide support to visitors and employees.
2. Travel & Accommodation Coordination
* Coordinate flight, train, and hotel bookings for employees and business visitors. * Assist with travel arrangements, itinerary coordination, and booking-related documentation. * Liaise with travel agencies and service providers to ensure smooth travel arrangements.
3. Office Administration & Inventory Management
* Manage office stationery, supplies, inventory, and other routine administrative requirements. * Monitor stock levels and coordinate replenishment of office supplies. * Handle incoming and outgoing courier services and maintain dispatch records. * Maintain administrative files, records, documentation, and other office registers.
4. Housekeeping & Facilities Coordination
* Coordinate with housekeeping, maintenance teams, and other service providers to ensure smooth office operations. * Monitor cleanliness and upkeep of the reception and common areas. * Report and follow up on maintenance issues and ensure timely resolution.
5. Meeting & Calendar Management
* Schedule meetings, maintain calendars, and coordinate meeting room requirements. * Manage emails, correspondence, and administrative follow-ups. * Support internal meetings and assist with related logistical arrangements.
6. HR & Recruitment Support
* Coordinate interview schedules and communicate with candidates and interview panels. * Support recruitment activities, onboarding formalities, and joining documentation. * Maintain employee personal files and HR-related records, ensuring confidentiality. * Assist with attendance tracking for office support staff and maintain accurate attendance records. * Perform other HR and administrative duties as assigned.
Required Skills & Competencies
* Strong verbal and written communication skills. * Good organizational, coordination, and time-management skills. * Professional attitude and customer service orientation. * Proficiency in MS Office, email, calendar management, and basic documentation. * Ability to multitask and prioritize responsibilities. * Attention to detail and accuracy in maintaining records. * Ability to handle confidential information responsibly. * Strong follow-up skills and a proactive approach to problem-solving.
Educational Qualifications & Experience
* Graduate in any discipline; relevant administrative or hospitality qualifications are an advantage. * Prior experience in front desk operations, office administration, reception, or HR coordination is preferred.
Key Performance Expectations
* Professional and efficient front desk operations. * Accurate maintenance of visitor, courier, inventory, and attendance records. * Timely completion of travel bookings and administrative requests. * Effective coordination with internal teams and external service providers. * Timely support for recruitment, interviews, and onboarding activities. * Compliance with company policies and established administrative procedures.
INCO: “Cushman & Wakefield”