Front Office Executive

Job Description

Key Responsibilities: Guest Relations & Support: Act as the primary point of contact for all queries from employees, visitors, and vendors, providing professional and efficient assistance. Support occupant companies during VIP movements, client visits, and audits, ensuring a smooth and impressive experience. Follow up with respective internal teams to ensure prompt resolution of service-related issues for which the developer is responsible. Establish and maintain strong relationships with occupant company employees, instilling confidence in the upkeep and quality of all services and common areas. Greet clients and visitors, provide directions, and contact employees regarding visitor arrivals. Operational Excellence & Upkeep: Establish and deploy standard operating procedures (SOPs) for front office functions, ensuring strict adherence. Monitor and maintain the cleanliness, aesthetics, and functionality of the lobby, entry/exit areas, and common spaces, including plants, shelves, and artifacts. Ensure the availability of necessary amenities and maintain stock of essential items. Verify updated information on display boards. Conduct daily checks of the lobby, entrance portico, restrooms, and lift car interiors to ensure cleanliness, working AC and lights, functional air fragrance units, and availability of tissues/handwash. Ensure no water stagnation and that vanity counters are neat and clean. Verify that all lobby plants are correctly positioned and clean. Be aware of and track all snags/faults in the allocated tower, following up till closure and escalating to the Building Manager if delays occur. Ensure no person without an employee ID or visitor pass enters tenant floors, escalating to the Security Manager as needed. Check fire alarms in the lobby and follow advised protocols. Coordination & Administration: Track and coordinate the completion of complaints received from occupant companies, providing timely updates. Support and coordinate developer-led events for occupant companies. Collaborate with other departments within the campus to complete assigned tasks efficiently. Assist the Property Manager in various functional areas and support all management initiatives and ad-hoc requirements. Support all sustainability initiatives. Submit data for routine reports (daily, weekly, monthly, QBRs) and furnish ad-hoc technical data as required by the Cluster Head/Property Manager. Assist in maintaining ISO certifications, 5S, BEE, BSC, IGBC, and other relevant certifications and standards. Monitor standardization checklists for the lobby, meeting rooms, and washrooms, ensuring data correctness in emergency sheets, IAQ monitoring, digital tenant directory, and proper functioning of aroma diffusers and window blinds. Coordinate and ensure the annual event calendar is followed, assisting the PM team with organizing monthly activities. Assist 5S admin department leads in conducting zone-wise audits and maintaining appropriate records. Perform any additional tasks assigned by the property management team, such as collating reports, completing training plans, preparing for audits or reviews. Qualifications: Proven experience in a front office, customer service, or administrative role, preferably in a corporate or facility management environment. Excellent verbal and written communication skills. Strong interpersonal skills with a friendly and professional demeanor. Ability to multitask and prioritize effectively in a fast-paced environment. Proficiency in using office software (e.g., Microsoft Office Suite). High level of attention to detail and organizational skills. Ability to work independently and as part of a team. Knowledge of building maintenance and facility operations is a plus.