Front Desk Executive

Front Office & Administrative Executive

Key Responsibilities

Front Office & Visitor Management:

• Greet and welcome visitors, clients, and employees with professionalism and courtesy.
• Maintain a neat and organized reception area.
• Notify relevant employees or departments of visitor arrivals promptly.
• Answer incoming calls, redirect them appropriately, and take messages when necessary.
• Monitor and respond to front desk emails courteously and efficiently.
• Handle general inquiries or route them to the relevant personnel.

Mail & Communication:

• Receive, sort, and dispatch incoming and outgoing mail, couriers, and packages.
• Maintain registers for all incoming and outgoing items.
• Notify recipients of received packages and ensure timely delivery.

Meeting & Office Coordination:

• Schedule internal and external meetings as requested.
• Ensure meeting rooms are ready with necessary resources (projectors, refreshments, etc.).
• Maintain and update meeting room calendars.
• Oversee the smooth functioning of daily office operations.

Administrative Support & Office Management:

• Maintain inventory of office supplies; raise requisitions for ordering as needed.
• Distribute supplies across departments and ensure cost-effective usage.
• Liaise with external vendors for office equipment maintenance (printers, water dispensers, ACs, etc.).
• Monitor AMCs and service contracts; escalate issues promptly.
• Ensure cleanliness, hygiene, and safety of office premises.
• Maintain and update office documentation, including vendor contracts.

HR & Onboarding Support:

• Assist HR with onboarding activities: welcome kits, ID cards, desk setup, etc.
• Maintain confidentiality of sensitive employee and company data.

Travel & Logistics:

• Book domestic and international travel: flights, hotels, car rentals, and transfers.
• Assist employees with visa applications, travel insurance, and itinerary documentation.
• Maintain a centralized travel calendar for visibility and planning.

Compliance & Professionalism:

• Adhere to company policies and compliance protocols in all communications and documentation.
• Maintain high levels of professionalism, confidentiality, and integrity at all times.

Skills & Qualifications:

• Proven experience in front office, administrative, or office management roles.
• Excellent communication and interpersonal skills.
• Strong organizational and multitasking abilities.
• Proficiency in MS Office and office management software.
• Ability to handle sensitive information with discretion.
• Customer-focused with a professional demeanour.

Why Join Us:

• Opportunity to work in a dynamic and professional environment.
• Exposure to a wide range of administrative and operational functions.
• A culture that values professionalism, efficiency, and collaboration.