Front Desk Executive

Department

Administration / Operations

Reports To

Hr & Admin Head

Job Summary

The Front Desk Executive is the first point of contact for visitors, clients, and employees. The role is responsible for managing the front office, handling calls and correspondence, coordinating appointments, and providing administrative support to ensure smooth day-to-day office operations.

Key Responsibilities

• Welcome visitors, clients, and guests in a professional and courteous manner.
• Manage the reception area, ensuring it is clean, organized, and presentable.
• Answer, screen, and direct incoming phone calls to the appropriate departments.
• Handle incoming and outgoing mail, courier services, and deliveries.
• Maintain visitor logs and issue visitor passes as per company policy.
• Schedule and coordinate meetings, appointments, and conference room bookings.
• Provide basic information to visitors regarding the company and its services.
• Maintain office records, files, and reception-related documentation.
• Coordinate with housekeeping, security, and other support staff for smooth office operations.
• Monitor and manage office supplies and place replenishment requests when required.
• Assist the HR and Administration teams with on boarding, employee records, and other administrative tasks.
• Handle customer inquiries and escalate concerns to the relevant department when necessary.
• Ensure adherence to company policies, safety procedures, and confidentiality standards.

Qualifications

• Bachelor's degree or diploma in any discipline.
• 1-3 years of experience in front office, reception, customer service, or administrative roles.
• Fresh graduates with excellent communication skills may also be considered.

Skills & Competencies

• Excellent verbal and written communication skills.
• Professional appearance and positive attitude.
• Strong customer service and interpersonal skills.
• Proficiency in Microsoft Office (Word, Excel, Outlook, and PowerPoint).
• Good organizational and time-management skills.
• Ability to multitask and work in a fast-paced environment.
• Basic knowledge of office equipment such as printers, scanners, and EPABX systems.
• Strong problem-solving skills and attention to detail.
• Ability to maintain confidentiality and professionalism.

Key Performance Indicators (KPIs)

• Prompt and professional handling of visitors and calls.
• High level of customer and visitor satisfaction.
• Accurate maintenance of visitor and reception records.
• Timely coordination of meetings and appointments.
• Efficient management of office supplies and reception operations.
• Compliance with company policies and administrative procedures.

Preferred Qualifications

• Experience using visitor management systems or reception software.
• Exposure to administrative or HR support functions.
• Knowledge of office etiquette and customer relationship management (CRM) systems is an added advantage.