Executive - Front Office

Job Title

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.