Executive, Front Office

About the Role

The Executive - Front Office is responsible for managing front desk operations and providing administrative and HR coordination support. The role ensures a professional reception experience, smooth day-to-day office operations, and timely completion of administrative responsibilities.

Key Responsibilities

• Front Desk & Reception Management
• Manage daily front desk operations, including visitor reception, guest handling, and incoming calls.
• Maintain a professional, welcoming, and organized reception area.
• Maintain visitor registers and ensure compliance with visitor management procedures.
• Coordinate meeting room bookings and provide support to visitors and employees.
• Travel & Accommodation Coordination
• Coordinate flight, train, and hotel bookings for employees and business visitors.
• Assist with travel arrangements, itinerary coordination, and booking-related documentation.
• Liaise with travel agencies and service providers to ensure smooth travel arrangements.
• Office Administration & Inventory Management
• Manage office stationery, supplies, inventory, and other routine administrative requirements.
• Monitor stock levels and coordinate replenishment of office supplies.
• Handle incoming and outgoing courier services and maintain dispatch records.
• Maintain administrative files, records, documentation, and other office registers.
• Housekeeping & Facilities Coordination
• Coordinate with housekeeping, maintenance teams, and other service providers to ensure smooth office operations.
• Monitor cleanliness and upkeep of the reception and common areas.
• Report and follow up on maintenance issues and ensure timely resolution.
• Meeting & Calendar Management
• Schedule meetings, maintain calendars, and coordinate meeting room requirements.
• Manage emails, correspondence, and administrative follow-ups.
• Support internal meetings and assist with related logistical arrangements.
• HR & Recruitment Support
• Coordinate interview schedules and communicate with candidates and interview panels.
• Support recruitment activities, onboarding formalities, and joining documentation.
• Maintain employee personal files and HR-related records, ensuring confidentiality.
• Assist with attendance tracking for office support staff and maintain accurate attendance records.
• Perform other HR and administrative duties as assigned.

Requirements & Tech Stack

• Proficiency in MS Office, email, calendar management, and basic documentation.

Qualifications

• Graduate in any discipline; relevant administrative or hospitality qualifications are an advantage.
• Prior experience in front desk operations, office administration, reception, or HR coordination is preferred.

Required Skills & Competencies

• Strong verbal and written communication skills.
• Good organizational, coordination, and time-management skills.
• Professional attitude and customer service orientation.
• Ability to multitask and prioritize responsibilities.
• Attention to detail and accuracy in maintaining records.
• Ability to handle confidential information responsibly.
• Strong follow-up skills and a proactive approach to problem-solving.