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”