Front Office Specialist

About the Role

We are looking for a professional, organised, and proactive Admin / Receptionist to manage front desk responsibilities and support smooth day-to-day office administration.

The ideal candidate should have excellent communication and coordination skills, a professional personality, and the ability to manage multiple administrative activities efficiently.

Key Responsibilities

• Welcome and assist visitors, clients, candidates, and other guests in a professional manner.

• Maintain the visitor register and ensure proper visitor access procedures are followed.

• Ensure the reception and common areas remain clean, organised, and presentable.

• Handle incoming and outgoing couriers, parcels, documents, and other correspondence.

• Coordinate with housekeeping, security, pantry, and other support staff to ensure smooth office operations.

• Coordinate with vendors for office supplies, services, and other administrative requirements.

• Ensure timely processing and submission of vendor invoices.

• Manage procurement of stationery, office supplies, equipment, and other administrative requirements.

• Coordinate meeting and conference room bookings and ensure rooms are properly arranged before meetings.

• Handle day-to-day office administration and ensure seamless office operations.

• Coordinate and negotiate with vendors to obtain cost-effective services while maintaining quality standards.

• Prepare basic Excel sheets, reports, letters, and other office documents as required.

• Coordinate and report maintenance issues, damaged office assets, and equipment-related problems to the concerned team.

• Maintain administrative records, contracts, agreements, invoices, and reports.

• Support the HR/Admin team with other administrative activities as required.

Requirements

• 1–4 years of experience in Administration, Reception, Front Office, Facility Management, or a similar role. • Excellent verbal and written communication skills.

• Professional and presentable personality.

• Good organisational and coordination skills.

• Basic knowledge of MS Excel, Word, and other office tools.

• Ability to manage multiple tasks and work effectively in a fast-paced environment.

• Strong vendor coordination and interpersonal skills.

• Candidates who can join immediately or within a short notice period will be preferred.

Preferred Candidate Profile

Candidates with experience in corporate office administration, front-office management, vendor coordination, facility management, housekeeping coordination, or reception operations will be preferred.