Executive - Front Office

Job Title Executive - Front Office Job Description Summary Job Description Job Description Executive – Front Desk & Admin Department: Administration / Facilities Designation: Executive – Front Desk & Admin Job Purpose To manage front desk operations and provide administrative and HR coordination support, ensuring a professional reception experience, smooth day-to-day office operations, and timely completion of administrative responsibilities. Key Responsibilities 1. 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. 2. 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. 3. 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. 4. 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. 5. 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. 6. 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. Required Skills & Competencies • Strong verbal and written communication skills. • Good organizational, coordination, and time-management skills. • Professional attitude and customer service orientation. • Proficiency in MS Office, email, calendar management, and basic documentation. • 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. Educational Qualifications & Experience • 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. Key Performance Expectations • Professional and efficient front desk operations. • Accurate maintenance of visitor, courier, inventory, and attendance records. • Timely completion of travel bookings and administrative requests. • Effective coordination with internal teams and external service providers. • Timely support for recruitment, interviews, and onboarding activities. • Compliance with company policies and established administrative procedures. INCO: “Cushman & Wakefield”