Front Desk Receptionist

JOB DESCRIPTION
Position: Front Desk Executive
Department: Administration
Location: Corporate Office
Reporting To: Admin Manager / HR Manager
Employment Type: Full-Time
Job Purpose
To manage the front desk and reception area professionally, ensure smooth visitor handling and telephone communication, provide administrative support, and maintain a welcoming and organized office environment.
Key Responsibilities
1. Front Desk & Reception Management

• Manage the reception/front desk and ensure professional handling of all visitors.
• Welcome and attend to clients, guests, candidates, vendors, and other visitors courteously.
• Maintain the visitor entry/exit register and issue visitor passes wherever applicable.
• Coordinate with the concerned employee/department regarding visitor appointments.
• Ensure the reception area remains clean, organized, and presentable.

2. Telephone & Communication

• Attend incoming calls and transfer them to the concerned person/department.
• Handle general enquiries and provide appropriate information or direct calls accordingly.
• Maintain professionalism and confidentiality while handling office communications.
• Receive and distribute courier, letters, documents, and other official communications.

3. Visitor & Meeting Coordination

• Coordinate visitor appointments and meeting arrangements.
• Inform concerned employees about the arrival of guests and candidates.
• Assist in arranging meeting rooms, refreshments, stationery, and other basic requirements.
• Maintain proper records of visitors, meetings, and important communications where required.

4. Pantry & Office Support

• Coordinate and supervise pantry boys and ensure smooth pantry operations.
• Maintain adequate stock of tea, coffee, drinking water, refreshments, crockery, and other daily essentials.
• Ensure proper cleanliness and maintenance of pantry items, crockery, and related facilities.
• Monitor consumption and inform the Administration Department about replenishment requirements.
• Ensure pantry staff follow proper hygiene and cleanliness standards.

5. Office Administration Support

• Support HR & Administration in day-to-day office activities.
• Maintain records of office stationery, consumables, and other administrative requirements as assigned.
• Coordinate with housekeeping, security, maintenance, courier, and other service personnel.
• Assist in arranging office meetings, events, employee refreshments, and other administrative activities.
• Support the Administration team in maintaining a disciplined and professional office environment.
• Coordinate the procurement of IT assets, office equipment, electrical appliances, and other administrative requirements by obtaining quotations, coordinating with vendors, preparing purchase requisitions, and ensuring timely delivery and installation.
• Maintain inventory records of IT assets, office equipment, and electrical appliances, and coordinate with the IT and Administration teams for repairs, replacements, and annual maintenance whenever required.

6. Candidate & Recruitment Support

• Receive candidates arriving for interviews and guide them appropriately.
• Coordinate with HR regarding interview schedules and candidate arrivals.
• Maintain interview/candidate records where assigned.
• Ensure candidates are attended to professionally during their visit.

7. Housekeeping & Facility Coordination

• Coordinate with housekeeping staff to maintain cleanliness of reception and common areas.
• Report maintenance issues related to reception, pantry, meeting rooms, washrooms, electrical equipment, AC, furniture, etc.
• Follow up with the concerned maintenance/service team for timely resolution.

8. Records & Reporting

• Maintain visitor registers, courier records, telephone records, pantry stock records, and other assigned administrative records.
• Prepare daily/weekly reports as required by the Administration Department.
• Maintain confidentiality of company information and visitor/employee details.

Key Skills & Competencies

• Good communication and interpersonal skills.
• Professional and courteous personality.
• Basic knowledge of MS Office, Excel, and email communication.
• Good coordination and follow-up skills.
• Ability to manage multiple administrative tasks.
• Good grooming and professional appearance.
• Time management and organizational skills.
• Basic record-keeping and documentation skills.
• Ability to handle visitors and calls confidently.

Educational Qualification

• Graduate in any discipline preferred.
• Diploma/certificate in Front Office, Hospitality, Administration, or related field will be an added advantage.

Experience
35 years of experience in front office, reception, administration, hospitality, or a similar role preferred.

Key Performance Areas (KPIs)

• Professional management of reception and visitor handling.
• Proper maintenance of visitor and courier records.
• Timely handling of calls and communications.
• Availability and proper management of pantry/office essentials.
• Effective coordination with housekeeping, security, and support staff.
• Cleanliness and presentation of reception/common areas.
• Timely completion of assigned administrative tasks.
• Professional behaviour and adherence to company policies.
• Punctuality and reliability.