Key Responsibilities
A. Guest Relations & Hospitality
- Welcome and greet customers, VIPs, channel partners, and visitors professionally.
- Ensure a premium and personalized hospitality experience for every guest.
- Coordinate with the sales team regarding customer appointments and VIP visits.
- Arrange refreshments and ensure prompt service during meetings.
- Manage visitor records and coordinate meeting room arrangements.
B. Administration & Office Management
- Manage daily administrative operations at the sales office.
- Coordinate with housekeeping, security, maintenance, and facility management teams.
- Monitor office cleanliness, hygiene, seating arrangements, and overall presentation.
- Ensure the availability of stationery, office supplies, drinking water, crockery, and other consumables.
- Maintain records of office expenses, consumables, stock, and administrative requirements.
- Raise purchase requisitions for office and pantry materials and follow up on approvals and deliveries.
- Coordinate maintenance and repair requirements for furniture, electrical equipment, air conditioning, and other office facilities.
- Maintain administrative registers, bills, invoices, and supporting documents.
- Support the organization of meetings, customer events, property launches, and VIP visits.
- Ensure compliance with company policies and administrative SOPs.
C. Pantry Management & Inventory Control
- Supervise daily pantry operations and ensure timely preparation and service of tea, coffee, beverages, and refreshments.
- Maintain stock registers for pantry items, crockery, cutlery, cleaning materials, and other consumables.
- Monitor stock consumption, minimize wastage, and ensure timely replenishment.
- Check the quality, freshness, and hygienic storage of food and beverages.
- Verify pantry purchases, bills, and material receipts.
- Ensure proper cleaning and maintenance of pantry equipment and utensils.
D. Pantry Boy Training & Supervision
- Train pantry boys in professional hospitality etiquette, grooming, personal hygiene, and customer handling.
- Provide practical training on preparing and serving tea, coffee, beverages, and refreshments.
- Train pantry staff on proper crockery handling, table setting, serving techniques, and meeting room preparation.
- Establish standard procedures for guest service, pantry cleaning, dishwashing, and waste disposal.
- Allocate daily duties and monitor attendance, punctuality, discipline, and work performance.
- Conduct regular checks to ensure that pantry staff maintain cleanliness and service standards.
- Train staff on professional conduct while serving senior management, VIP guests, and prospective property buyers.
- Guide pantry boys on safe handling of food, beverages, electrical appliances, and cleaning materials.
- Report staff shortages, performance issues, and training requirements to the reporting manager.
E. Office Upkeep & Facility Coordination
- Ensure the reception, customer lounge, meeting rooms, and pantry remain clean and presentable throughout the day.
- Coordinate with housekeeping staff for regular cleaning and sanitation.
- Ensure meeting rooms are ready before scheduled customer meetings.
- Check washroom hygiene, drinking water availability, and other essential facility requirements.
- Report maintenance issues and ensure timely resolution through the concerned team.
F. VIP Visits & Event Management
- Coordinate hospitality arrangements for VIP guests, senior management, and high-value customers.
- Arrange refreshments, meeting rooms, seating, and other guest requirements in advance.
- Support sales events, customer engagement activities, property launches, and office functions.
- Coordinate with sales, marketing, administration, and facility teams to ensure smooth execution.
G. Expense Control & Reporting
- Maintain daily records of pantry consumption, administrative expenses, and inventory.
- Prepare periodic reports on stock consumption and replenishment requirements.
- Monitor expenses and ensure purchases are made within approved budgets.
- Submit bills and supporting documents to the concerned department for verification and approval.
- Report shortages, damages, wastage, and unusual consumption to the reporting manager.
3. Required Qualifications & Skills
- Graduate in Hospitality Management, Hotel Management, Business Administration, or a related field; relevant practical experience may also be considered.
- 25 years of experience in hospitality, front office, administration, facility coordination, or customer service.
- Experience in luxury hotels, premium real estate sales offices, corporate offices, or customer experience centres will be preferred.
- Good communication, coordination, and interpersonal skills.
- Strong organizational skills and the ability to supervise support staff.
- Knowledge of inventory management, basic MS Office, and administrative documentation.
- Professional grooming, a pleasant personality, and a customer-focused attitude.
4. Key Performance Indicators (KPIs)
- Customer satisfaction and hospitality service quality.
- Timely readiness of reception and meeting rooms.
- Cleanliness and upkeep of the sales office and pantry.
- Accuracy of pantry inventory and administrative records.
- Effective training and supervision of pantry boys.
- Control over pantry consumption, wastage, and administrative expenses.
- Timely resolution of facility and maintenance issues.
- Compliance with company SOPs and service standards.
5. Preferred Candidate Profile
The ideal candidate should be proactive, disciplined, presentable, and capable of independently managing hospitality and administrative operations at a premium real estate sales office. The candidate must have the ability to train and supervise pantry staff, coordinate with multiple departments, and ensure an excellent customer experience for prospective homebuyers and VIP visitors.
