Front Office Administrator

Role & responsibilities

Front Desk & Reception

• Front desk duties including but not limited to: answering phones, sorting incoming mail, preparing outgoing mail, receiving deliveries, scheduling meetings and preparing meeting rooms, and greeting guests
• Maintain visitor log and issue visitor passes as per company security protocol
• Ensure the reception area is presentable and well-maintained at all times

Facilities Management

• Coordinate with vendors for housekeeping, pantry supplies, stationery, and office equipment maintenance
• Raise and follow up on maintenance tickets for AC, electrical, plumbing, and other office infrastructure issues
• Monitor and maintain inventory of office supplies, pantry items, and consumables; place replenishment orders as needed
• Liaise with building management/landlord for facility-related matters, access cards, and parking allocations
• Ensure adherence to health, safety, and fire compliance norms within office premises
• Coordinate seating arrangements, workstation setups, and office space planning

Administration Management

• Support onboarding/offboarding logistics workstation setup, ID cards, access provisioning, and asset allocation for new joiners
• Maintain records of office assets, AMC contracts, and vendor agreements
• Assist in organizing internal events, team offsites, and celebrations (including theme weeks/festivals)
• Support procurement processes obtaining quotations, raising purchase requests, and tracking approvals
• Maintain and update admin-related MIS/trackers (courier logs, vendor payments, attendance of support staff, etc.)

Travel Desk

• Coordinate domestic and international travel bookings (flights, hotels, cabs) for employees, including field/site visits for EP operations
• Liaise with travel agencies/vendors to ensure cost-effective and timely bookings
• Process visa documentation and travel advances/reimbursements in coordination with finance
• Maintain travel itineraries and ensure timely communication of travel plans to employees and stakeholders
• Coordinate transport and logistics for site visits, rig locations, or field offices as required
• Track and reconcile travel expenses against company travel policy

General

• Coordination and completion of duties and projects within a team environment with co-admin support staff
• Ensures knowledge of staff movements in and out of the organization
• Employees may perform other duties as assigned
• Very good communication skills

SKILLS & ABILITIES

• This position requires the capability to understand and follow both oral and written directions, along with knowledge and usage of correct business English and office practices
• Must be able to communicate effectively with others, analyze and resolve problems, maintain effective working relationships, and interact successfully with internal and external customers
• Strong organizational and multitasking skills with the ability to prioritize and manage multiple responsibilities in a fast-paced environment
• Proficiency in MS Office (Word, Excel, Outlook, PowerPoint) and general office equipment
• Basic understanding of facilities management practices, vendor coordination, and office administration
• Familiarity with travel booking platforms/portals and travel policy compliance
• Good numerical and record-keeping ability for handling checks, invoices, and expense reconciliations
• High level of discretion and confidentiality, given exposure to sensitive information (staff movements, financial documents, provider disputes)
• Detail-oriented with strong follow-up skills to ensure timely closure of maintenance tickets, vendor deliverables, and admin requests
• Ability to work independently as well as collaboratively within a team, including coordination with co-admin support staff
• Adaptability to handle diverse tasks from front desk operations to facilities coordination and travel logistics — often under time constraints
• Professional demeanor and presentable conduct, being the first point of contact for guests, vendors, and stakeholders
• Basic problem-solving and decision-making skills to handle day-to-day administrative and facility-related issues independently
• Willingness to learn and adapt to company-specific tools, systems, and processes (e.g., ticketing systems, travel portals etc)