Front Office Receptionist

Role Overview

The Front Office Executive will be the first point of contact for visitors, clients, and employees. The role requires excellent communication skills, a well-groomed and professional appearance, and the ability to manage reception operations along with coordinating all travel and accommodation arrangements for employees.

Key Responsibilities

Front Office & Reception

• Greet and welcome visitors, clients, and candidates in a courteous and professional manner.
  
• Manage the front desk: handle incoming calls, emails, and walk-ins, and route them to the appropriate person/department.
  
• Maintain visitor register, issue visitor passes, and ensure proper sign-in/sign-out procedures.
  
• Manage incoming and outgoing courier, posts, and packages.
  
• Maintain cleanliness and professional appearance of the reception area and front office.
  
• Coordinate meeting room bookings and ensure meeting rooms are ready (clean, AV setup, water/refreshments, etc.).
  
• Provide basic information about the company, address general queries, and assist guests as required.
  

Travel Desk Management

• Handle end-to-end travel arrangements for employees, management, and guests (flights, trains, buses, cabs, hotel bookings).
  
• Coordinate local and outstation travel plans as per company travel policy.
  
• Obtain and compare quotations from travel agents, airlines, hotels, and cab vendors to optimize cost and convenience.
  
• Prepare and share travel itineraries, tickets, hotel vouchers, and cab details with concerned employees.
  
• Maintain and update travel records, booking database, and vendor contact list.
  
• Coordinate with HR/Finance for travel approvals, advances, and reimbursements documentation.
  
• Support basic visa documentation and international travel coordination (if applicable).
  

Administrative Support

• Assist HR/Admin in organizing office events, meetings, and interviews.
  
• Support in managing office supplies related to front office (stationery, visitor cards, ID badges, etc.).
  
• Coordinate with housekeeping, security, and facility teams for smooth day-to-day operations.
  
• Any other administrative tasks assigned by management from time to time.
  

Qualifications & Experience

• Graduate (any discipline) preferred.
  
• 13 years of experience as Receptionist / Front Office Executive / Travel Coordinator or similar role.
  
• Experience in handling corporate travel desk will be an added advantage.
  

Skills & Competencies

• Excellent verbal and written communication skills in English; knowledge of local language is an advantage.
  
• Pleasant, well-groomed, and professional appearance.
  
• Strong customer service orientation and polite, courteous behavior.
  
• Good coordination, follow-up, and multitasking abilities.
  
• Basic computer proficiency (MS Office, email, spreadsheets, calendars).
  
• Ability to work under pressure and handle multiple requests simultaneously.
  
• High level of integrity, confidentiality, and professionalism.