Front Desk Coordinator

Role & responsibilities

• Front desk and visitor management
  
• Welcome clients, visitors and vendors professionally and inform the concerned team member.

• Handle incoming calls, take messages and direct enquiries appropriately.

• Maintain visitor records and coordinate meeting-room bookings.

• Ensure the reception and meeting areas remain clean, organised and presentable.

Office administration

• Coordinate routine office requirements to support smooth daily operations.

• Maintain records of office purchases, vendor details, service requests and expenses.

• Handle incoming and outgoing couriers, post and deliveries.

• Coordinate with housekeeping and other support staff.

Printing, stationery and office supplies

• Arrange printing, scanning, photocopying, binding and dispatch of documents as requested.

• Monitor stocks of stationery, printer paper, cartridges and other office consumables.

• Obtain purchase approvals, place orders and maintain a stock register.

• Ensure confidential documents are collected promptly and handled securely.
• Repairs, maintenance and vendor coordination
  
• Coordinate with mechanics, equipment technicians and other service providers.

• Report maintenance issues, arrange service visits and track repairs until completion.

• Obtain quotations and management approval before authorising chargeable work.

• Maintain service records, warranties, annual maintenance contract details and renewal dates.

• Verify completion of work and route vendor bills for approval.

IT support coordination

• Liaise with designated IT support personnel for issues involving computers, printers, internet connectivity, office phones and other equipment.

• Log complaints, schedule support visits and follow up on unresolved issues.

• Coordinate with affected staff and confirm that equipment is working after repairs.

• Obtain approval before allowing access to office systems or sharing equipment with outside technicians.

Client billing

• Prepare and issue client invoices based on fee details and instructions approved by the concerned partner or accounts team.

• Verify client names, billing addresses, GST details, service descriptions and approved amounts before issuing invoices.

• Send invoices to the designated client contact and maintain invoice and dispatch records.

• Coordinate corrections, credit notes and billing queries with the accounts team.

Payment follow-ups

• Maintain an updated client outstanding-payment tracker, coordinated with the accounts team.

• Send polite reminders and follow up through approved email, telephone or messaging channels.

• Record client responses, expected payment dates and reasons for delays.

• Share payment confirmations with the accounts team for verification and reconciliation.

• Escalate overdue amounts, disputed invoices and unfulfilled payment commitments to the concerned partner.

Reporting and confidentiality

• Provide periodic updates on outstanding payments, pending repairs, stock requirements and unresolved administrative matters.

• Maintain organised physical and electronic records.

• Keep client information, billing details and internal office matters confidential.