Front Office Executive - Receptionist

Responsibilities

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.

Qualifications

Educational qualifications

Experience Requirements

Communication & Technical Skills