Front Office Executive

The Front Office Executive will serve as the first point of contact for visitors, clients, and employees. This role requires exceptional communication skills, professional demeanor, and the ability to handle multiple administrative tasks efficiently. The ideal candidate will contribute to creating a positive first impression while supporting various operational activities.

Key Responsibilities

Reception & Visitor Management

• Welcome and greet visitors, clients, and employees in a professional and friendly manner
• Manage visitor registration system and maintain visitor logs
• Issue visitor badges and escort guests to appropriate meeting rooms or personnel
• Handle client arrivals for meetings, demos, and presentations
• Coordinate with internal teams for visitor arrangements and refreshments
• Maintain reception area cleanliness and professional appearance

Communication Management

• Answer and route incoming calls professionally using multi-line phone system
• Take accurate messages and ensure timely delivery to appropriate personnel
• Handle general inquiries about company services and office hours
• Manage company email inbox and forward inquiries to relevant departments
• Coordinate video conferences and virtual meetings for clients and teams

Administrative Support

• Manage meeting room bookings and conference room schedules
• Coordinate with facilities team for room setup, AV equipment, and catering
• Handle courier services, mail distribution, and package management
• Assist with travel arrangements for employees and visiting clients
• Maintain office supplies inventory and coordinate with procurement team
• Support HR team with employee onboarding documentation and processes

Client Support Services

• Assist visiting clients with technical setup for presentations and demos
• Coordinate with sales and technical teams for client meeting requirements
• Manage client feedback forms and satisfaction surveys
• Handle basic IT support requests and escalate to technical team when needed
• Maintain client contact database and update visitor information

Documentation & Record Keeping

• Maintain accurate visitor logs and security compliance records
• Update employee contact directory and organizational charts
• Manage office keys, access cards, and security protocols
• Assist with document scanning, filing, and digital record management
• Support compliance activities and audit documentation requirements

Event Coordination

• Assist in organizing company events, team meetings, and client presentations
• Coordinate with external vendors for office events and celebrations
• Manage event logistics including venue setup, catering, and equipment
• Support marketing team with event promotion and attendee management

Required Qualifications

Education

• Bachelor's degree in Business Administration, Communications, or related field
• Diploma in Office Management or Secretarial Studies preferred
• Professional certification in Computer Applications (MS Office, etc.)

Experience

• 2-4 years of experience in front office, reception, or administrative roles
• Prior experience in IT company or corporate environment preferred
• Experience with multi-line phone systems and office management software

Technical Skills

• Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook)
• Experience with CRM systems and visitor management software
• Basic knowledge of video conferencing tools (Zoom, Teams, WebEx)
• Familiarity with office equipment (printers, scanners, photocopiers)
• Basic understanding of IT terminology and services

Soft Skills

• Excellent verbal and written communication skills in English
• Professional appearance and demeanor
• Strong interpersonal and customer service skills
• Ability to multitask and work under pressure
• Attention to detail and organizational skills
• Problem-solving abilities and initiative-taking mindset