Front Office Executive (Female)

Role & responsibilities

To manage the front office and reception area efficiently, provide professional assistance to visitors and employees, handle incoming calls and correspondence, and support day-to-day administrative activities while maintaining a professional image of the organization.

A. Front Desk & Reception Management

• Welcome and greet visitors, clients, vendors, consultants and other guests professionally.
• Maintain the visitor entry and exit records.
• Coordinate visitor appointments with the concerned employee/department.
• Ensure visitors are guided appropriately and provided necessary assistance.
• Maintain cleanliness, discipline and professional appearance of the reception area.
• Handle incoming and outgoing calls and direct them to the appropriate person.
• Take and convey messages accurately when employees are unavailable.

B. Administrative Support

• Receive, sort and distribute incoming courier, postal mail and documents.
• Coordinate outgoing courier and dispatch activities.
• Maintain records of courier, parcels, documents and other office communications.
• Assist HR/Admin in maintaining office-related registers and records.
• Coordinate meeting room bookings and arrangements.
• Support preparation of meeting rooms, refreshments and other requirements for meetings.
• Assist in arranging travel, accommodation or transportation requirements whenever assigned.
• Coordinate with housekeeping, security, pantry and other support staff as required.

C. Employee Support

• Assist employees with basic administrative requirements.
• Coordinate with HR/Admin for employee-related documents and communication.
• Support employee onboarding activities such as document collection, ID cards, seating arrangements and other basic requirements.
• Assist in organizing employee engagement activities, meetings and office events.

D. Communication & Coordination

• Maintain professional communication with clients, visitors, vendors and employees.
• Coordinate with different departments for smooth flow of information.
• Maintain confidentiality of company and employee information.
• Escalate important calls, visitors, complaints or administrative issues to the concerned authority.

E. Office Administration & Compliance

• Maintain reception-related registers and records accurately.
• Monitor basic office supplies at the reception/front office and raise requirements to Admin.
• Ensure adherence to company policies and office procedures.
• Support emergency communication and basic office safety procedures.
• Coordinate with security personnel regarding visitor movement and access control.
• Perform other administrative duties assigned by the reporting manager.