Front Desk Representative

Responsibilities:

The Front Desk Admin Executive is the first point of contact for the company and plays a vital role in creating a positive and secure impression. This role contributes to the company's operational efficiency and information security objectives by managing physical access, visitor data, and assets in a structured and secure manner. The incumbent shall:

• Visitor & Access Management:

• Greet and welcome walk-in interviews, guests, and clients with a positive, professional demeanour.
• Maintain accurate and up-to-date digital records of all visitors, including the purpose of their visit.
• Manage the visitor management system/app, including issuing visitor badges and ensuring all check-in/check-out protocols are followed.
• Handle general inquiries via telephone and email promptly and professionally.
• Coordinate client visits, including sending pre-visit information and providing real-time updates to internal stakeholders.

• Arrange and serve tea, coffee, water, etc., for visitors and clients as required.

• Asset & Facility Security:

• Manage the inward and outward register of couriers, documents, and other materials.
• Handle

  visitors assets securely,

  which involves

  tagging them upon receipt,

  issuing and receiving items, and maintaining a proper log to ensure their safe return.
• Assist in Locker Management, ensuring secure allocation and tracking.
• Contribute to information security by ensuring unauthorized persons are not granted access to secure areas and that all visitors are accounted for.

• Administrative Support:

• Assist in coordinating and booking travel arrangements for employees as required.
• Maintain daily facility checklists (e.g., pantry supplies, cleanliness) to ensure a well-functioning workplace.
• Support in tracking AMC (Annual Maintenance Contract) renewals for office equipment and facilities.
• Perform other clerical duties as assigned, such as data entry, filing, and photocopying.

Job Requirements:

Education:

Experience:

Skills:

• Excellent communication skills in English (spoken and written) (NON NEGOTIABLE)

• Proficient with MS Office tools and basic computer operations.
• Familiarity with visitor management systems, travel booking portals, and record management.
• Well-groomed, punctual, organized, and disciplined in task management.
• Strong interpersonal and coordination skills with a professional demeanor.
• Ability to multitask and maintain confidentiality.

Authority:

(Authorities given to staff with this role)

• Authorized to manage and update visitor, courier, and asset registers.
• Authorized to coordinate with vendors for facility maintenance and AMC follow-ups.
• Authorized to communicate with internal departments regarding client visits, interviews, and travel logistics.
• Authorized to maintain and submit reports related to attendance, visitor logs, and checklist compliance to the Admin Supervisor.