Front Office Executive

Key Responsibilities

1. Client and Visitor Management
   
• Greet and assist clients and visitors, addressing their inquiries promptly.
• Serve refreshments to guests with the help of office support staff.
2. Call and Communication Handling
   
• Answer and route incoming calls efficiently on a multi-line telephone system.
• Take effective messages and draft correspondence as needed.
3. Office Administration and Coordination
   
• Schedule and maintain conference room bookings for meetings.
• Oversee the cleanliness and maintenance of public areas, including the waiting area and lobby.
• Manage office repairs (plumbing, electrical, etc.) and coordinate with vendors.
4. Records and Supplies Management
   
• Handle scanning, photocopying, faxing, and organizing documents.
• Maintain and manage office supplies, stationery, and pantry consumables.
• Ensure proper stacking of files and maintenance of laptops, desktops, and other office assets.
5. Mail and Courier Handling
   
• Collect and route mail, hand-delivered packages, and couriers.
• Keep records of incoming and outgoing couriers and monitor staff movements.
6. Vendor and Bill Coordination
   
• Liaise with vendors for various services and keep track of office administration bills.
• Ensure timely resolution of administrative issues and proper file management systems.
7. Team Coordination
   
• Delegate tasks to office support staff, such as office boys and field staff, ensuring efficient workflow.

Requirements

• Must be a graduate.
• Excellent interpersonal and customer service skills.
• Proficiency in operating multi-line telephone systems and office equipment, including printers, scanners, copiers, and video conferencing tools.
• Strong spelling and grammar skills for effective communication and drafting.
• Ability to multitask, prioritize, and coordinate effectively in a fast-paced environment.