Front office & Security Coordination Executive

Receptionist / Front Office & Security Coordination Executive

Job Description

Position Summary

• We are seeking a professional, customer-focused, and highly organized Receptionist to serve as the first point of contact for employees, visitors, customers, and external stakeholders. This role is responsible for managing front desk operations, visitor management processes, communication channels, and supporting emergency response communications. The successful candidate will work closely with the Physical Security team, Global Workplace Services (GWS), and business leadership to ensure a safe, secure, and welcoming workplace environment.

Front Desk & Visitor Management

• Serve as the primary point of contact for all visitors, guests, vendors, and contractors entering the facility.

• Manage visitor registration, badge issuance, access verification, and check-in/check- out procedures.

• Maintain accurate visitor logs and ensure compliance with company security policies.

• Coordinate VIP visits and executive guest arrivals.

Telephone & Communication Management

• Manage incoming telephone calls and route inquiries appropriately.

• Respond professionally to employee, customer, and vendor inquiries.

• Support office-wide communications and announcements as required.

Email & Administrative Support

• Manage shared reception and workplace email inboxes.

• Coordinate meeting room bookings and visitor notifications.

• Maintain records, reports, and workplace documentation.

Emergency Communication & Response Support

• Support emergency communications during incidents, evacuations, and business continuity events.

• Assist Security and Facilities teams during emergencies.

• Participate in emergency drills and preparedness programs.

Security Team Collaboration

• Act as an integral member of the Physical Security team.

• Support access control, badge management, and workplace security initiatives.

• Report security concerns and maintain confidentiality of sensitive information.

Coordination with GWS and Business Leaders

• Partner closely with GWS to support smooth workplace operations.

• Coordinate workplace requirements with facilities and service providers.

• Support business leaders with meetings, events, and visitor arrangements.

Qualifications

• Bachelor's degree or equivalent experience preferred.

• 2+ years of experience in reception, administration, workplace services, hospitality, or similar roles.

• Strong communication, customer service, and organizational skills.

• Proficiency in Microsoft Office (Outlook, Word, Excel, Teams).

Key Competencies

• Customer Focus

• Professional Communication

• Teamwork & Collaboration

• Attention to Detail

• Problem Solving

• Integrity & Confidentiality

• Time Management

• Crisis and Emergency Response Awareness

• Stakeholder Management

Reporting Relationship

• Reports To: Regional Security Manager (APAC/India)

Success Measures

• Positive visitor and employee experience.

• Accurate and compliant visitor management processes.

• Effective emergency communication support.

• Strong collaboration with Security, GWS, and business stakeholders.

• Timely response to inquiries and workplace support requests.

• Maintenance of a secure, professional, and welcoming office environment.

Role Objective:

To provide exceptional front-office services while supporting workplace security, employee safety, and business operations through effective visitor management, communication, and collaboration with Physical Security, GWS, and organizational leadership.