Front Office Executive,Receptionist

JOB DESCRIPTION
Receptionist / Front Office Executive
Position
Receptionist / Front Office Executive
Department
Administration
Experience
2-5 Years
Location
Corporate / Project Site Office
Job Purpose
To manage the front office and reception area professionally, ensuring smooth handling of visitors, calls, correspondence, meetings, and day-to-day administrative coordination while providing basic documentation and drafting support.
Key Responsibilities
1. Front Office & Reception

• Manage the reception/front desk and maintain a professional and welcoming environment.
• Greet and attend to clients, consultants, contractors, vendors, visitors, and other guests.
• Handle incoming telephone calls and direct them to the appropriate person/department.
• Receive and record messages and ensure timely communication to concerned personnel.
• Maintain visitor entry and exit records.
• Coordinate visitor access with security and the concerned department.
• Manage meeting room bookings and coordinate meeting arrangements.
• Assist visitors with basic information and directions within the office/project premises.

2. Incoming & Outgoing Correspondence

• Receive, acknowledge, sort, and distribute incoming letters, documents, courier, and parcels.
• Maintain records of incoming and outgoing correspondence.
• Coordinate courier services and dispatch of official documents.
• Ensure important correspondence reaches the concerned person on time.

3. Administrative & Documentation Support

• Prepare basic letters, emails, notices, memos, and other routine correspondence as instructed.
• Assist in formatting and preparing documents using MS Word and Excel.
• Maintain basic office registers, records, and filing systems.
• Assist in preparing meeting schedules, attendance sheets, and simple reports.
• Support the Administration team in day-to-day office activities.

4. Meeting & Visitor Coordination

• Coordinate appointments and meetings for senior management and project teams.
• Arrange refreshments and other requirements for meetings and visitors.
• Maintain meeting schedules and ensure meeting rooms are ready.
• Coordinate with internal departments for visitor requirements.

5. Office Administration Support

• Monitor reception and common-area requirements.
• Coordinate with housekeeping, security, pantry, and facility teams.
• Maintain adequate stationery and front-office supplies.
• Assist in organizing office events, meetings, and official visits.
• Support HR/Admin with routine administrative activities when required.

Required Skills

• Excellent communication and interpersonal skills.
• Pleasant and professional personality.
• Good telephone etiquette and visitor-handling skills.
• Good English communication and basic drafting skills.
• Proficiency in MS Word, Excel, Outlook/email, and PowerPoint.
• Good organizational and coordination skills.
• Ability to handle multiple visitors, calls, and requests efficiently.
• Presentable and well-groomed.
• Ability to maintain confidentiality and professionalism.

Key Performance Areas

• Professional front-office management.
• Visitor and telephone handling.
• Appointment and meeting coordination.
• Timely distribution of correspondence.
• Maintaining front-office records and registers.
• Basic drafting and documentation support.
• Overall appearance and discipline of the reception area.