Front Desk Officer

Key Responsibilities

1. Front Desk Management

• Manage the reception area and ensure it is neat, organised, and presentable at all times, creating a professional and welcoming environment for employees and visitors.
• Receive, greet, and assist visitors, guests, candidates, vendors, customers, and other stakeholders courteously and professionally.
• Attend, screen, and route incoming telephone calls to the appropriate departments or personnel while maintaining proper telephone etiquette.
• Maintain visitor records and ensure compliance with visitor entry and security protocols.
• Coordinate visitor access, meeting room arrangements, and refreshments whenever required.
• Handle general inquiries and provide accurate information or direct individuals to the appropriate point of contact.
• Ensure the reception desk is adequately stocked with necessary office materials and information.

2. Administrative Support

• Provide day-to-day administrative support to various departments as and when required.
• Maintain records and documentation related to office administration in an accurate and organised manner.
• Coordinate courier services, incoming and outgoing mail, and dispatch activities, ensuring timely delivery and proper documentation.
• Manage office stationery, pantry supplies, and other consumables by monitoring stock levels and initiating timely replenishment.
• Maintain records of office assets, including allocation and movement, as required.
• Assist in preparing and maintaining administrative reports, trackers, and other documentation related to office administration activities.
• Support departmental requirements for printing, scanning, filing, and document management whenever necessary.

3. Meeting and Event Coordination

• Coordinate meeting room bookings and ensure meeting rooms are properly arranged and equipped before scheduled meetings.
• Arrange refreshments and other logistical requirements for internal and external meetings as required.
• Assist in organising internal meetings, training programs, employee engagement initiatives, and company events.
• Coordinate administrative arrangements for guest visits, management meetings, and special occasions.
• Support the planning and execution of company-wide events and celebrations held at the office.

4. Vendor Coordination

• Coordinate with office administration vendors, including housekeeping agencies, courier service providers, travel agencies, facility management vendors, and maintenance service providers.
• Follow up with vendors to ensure timely delivery of services and resolution of issues.
• Maintain vendor contact details and relevant service records.
• Coordinate periodic maintenance activities with vendors to ensure uninterrupted office operations.
• Escalate unresolved issues to the reporting manager whenever necessary.

5. Office Administration Support

• Ensure the smooth day-to-day functioning of the office premises.
• Coordinate with housekeeping and facility management teams to maintain office cleanliness, hygiene, and upkeep.
• Monitor office infrastructure and report maintenance requirements related to electrical, plumbing, furniture, air conditioning, or other facilities.
• Ensure common office areas are maintained cleanly and professionally.
• Assist in implementing office administration processes and best practices to enhance operational efficiency.
• Support employees with administrative requirements and coordinate with relevant stakeholders for timely resolution.

6. Compliance and Reporting

• Maintain accurate administrative records, reports, and trackers as required by the organisation.
• Ensure adherence to company policies, office protocols, and administrative procedures.
• Maintain confidentiality of administrative and organisational information.
• Prepare periodic administrative reports and provide updates to the reporting manager whenever required.
• Perform any other responsibilities assigned by the reporting manager from time to time.

7. Employee Engagement Activities

• Coordinate employee birthday celebrations, including decorations, cake arrangements, and other related activities.
• Assist in organising employee engagement initiatives, festive celebrations, and cultural events.
• Ensure timely planning and smooth execution of employee-related celebrations and activities.

8. AMC (Annual Maintenance Contract) Management

• Maintain and update the Annual Maintenance Contract (AMC) calendar for all office equipment and facilities.
• Track AMC renewal dates and coordinate with vendors for timely service and contract renewals.
• Maintain records of AMC agreements, service schedules, and vendor details.
• Follow up on preventive maintenance activities to ensure proper functioning of office equipment and infrastructure.
• Escalate any delays or service-related issues to the reporting manager.

Competencies Required

Functional Competencies

• Front Desk and Reception Management.
• Office Administration and Coordination.
• Vendor Management.
• Meeting and Event Coordination.
• Record Management and Documentation.
• Inventory Management (Stationery and Pantry Supplies).
• Travel and Courier Coordination.
• Basic MS Office Skills (Word, Excel, Outlook and PowerPoint).
• Administrative Reporting and Documentation.

Behavioural Competencies

• Excellent verbal and written communication skills.
• Professional appearance and telephone etiquette.
• Customer service orientation.
• Strong interpersonal and relationship management skills.
• High level of integrity and confidentiality.
• Good organisational and time management skills.
• Attention to detail and accuracy.
• Ability to multitask and prioritise work effectively.
• Problem-solving and coordination skills.
• Proactive and positive attitude towards work.
• Ability to work collaboratively with cross-functional teams.
• Flexibility and willingness to take ownership of administrative responsibilities.

Key Attributes

• Pleasant and professional personality.
• Presentable and well-groomed appearance.
• Strong sense of ownership and accountability.
• Ability to remain calm and courteous while handling multiple stakeholders.
• Service-oriented mindset with a focus on delivering a seamless employee and visitor experience.

Educational Qualification

• Graduate in any discipline from a recognised university.

Experience Required

• 1 to 4 years of relevant experience in Front Desk Operations, Office Administration, or Administrative Support.
• Experience in handling visitors, office administration activities, and vendor coordination will be preferred.