Front Desk Executive

(A) JOB SUMMARY

The Receptionist / Front Desk Executive will be responsible for managing the company's front desk and reception area, ensuring a professional and welcoming experience for employees, clients, visitors, candidates, vendors, and other stakeholders.

The role will also support day-to-day administrative activities, visitor management, telephone handling, meeting room coordination, courier management, and basic HR/Admin coordination.

(B) JOB DUTIES & RESPONSIBILITY

A. Front Desk & Reception Management

 Manage the reception/front desk and ensure a professional and welcoming environment.

 Greet and assist visitors, clients, candidates, vendors, and other guests.

 Understand the purpose of visits and coordinate with the concerned employee/department.

 Maintain visitor records, wherever applicable.

 Ensure visitors are appropriately guided to meeting rooms or designated areas.

 Handle incoming and outgoing calls and route calls to the appropriate employees/departments.

 Take and convey messages accurately and promptly.

B. Visitor & Meeting Coordination

 Coordinate meeting room availability and basic meeting arrangements.

 Support arrangements for client meetings, interviews, employee meetings, and official events.

 Ensure meeting rooms are ready before important meetings.

C. Courier & Mail Management

 Receive and dispatch courier, postal mail, and other official documents.

 Maintain records of incoming and outgoing couriers.

 Liaise with courier agencies and service providers as required.

D. Administrative Support

 Support the Admin team in routine administrative activities.

 Maintain front-office records, registers, contact lists, and other relevant documents.

 Assist with stationery and front-office supplies monitoring.

 Coordinate with housekeeping, security, pantry, maintenance, and other facility service providers when required.

 Report any front-office, facility, or security-related issues to the concerned team.

F. Employee & Internal Coordination

 Assist employees and visitors with basic information and directions.

 Coordinate with HR, Admin, IT, Finance, and other departments for routine requirements.

 Support internal communication related to meetings, visitors, deliveries, and office activities.

 Maintain confidentiality of company and employee-related information.

G. Office Discipline & Professional Standards

 Ensure the reception area remains clean, organized, and presentable.

 Follow company policies and security procedures.

 Ensure unauthorized persons do not enter restricted office areas.

 Handle sensitive information and documents with appropriate confidentiality.

H. Travel Desk & Travel Coordination

 Coordinate day-to-day employee travel requirements in coordination with the Admin team

 Coordinate official travel bookings including flights, hotels, and cabs.

 Manage travel requests through the company's designated travel system/process.

 Coordinate with travel agencies and service providers for bookings and changes.

 Maintain travel records, confirmations, cancellations, and rescheduling.

 Ensure travel arrangements comply with the company's Travel & TA/DA Policy.

(C) QUALIFICATION & SKILLSET

 Excellent verbal and written communication skills.

 Pleasant personality and professional approach.

 Basic knowledge of MS Office / Google Workspace.

 Good attention to detail.

 Ability to maintain confidentiality.

Educational Qualification

 Graduate in any discipline preferred.

 Diploma / certification in Front Office, Hospitality, Administration, or a related field will be an advantage.

Experience

 1 – 5 years of experience in Reception, Front Desk, Front Office, Administration, Hospitality, or a similar role.