Direct visitors to appropriate personnel and meeting rooms
Ensure the reception area is clean, organized, and presentable always
Coordinate with security team for ID card and access card issuance
Handle visitor inquiries and provide accurate information about the organization
Communication Management
Answer, screen, and direct incoming phone calls professionally
Manage incoming and outgoing emails and correspondence
Maintain effective communication between departments and external stakeholders
Facility Management
Oversee day-to-day facility operations and maintenance coordination related to reception and meeting room.
Liaise with in-house housekeeping and maintenance staff
Monitor meeting room cleanliness, hygiene standards, and maintenance requirements
Manage office supplies inventory and coordinate procurement related to meeting room.
Meeting Room Booking and Management
Manage meeting room reservations and maintain booking calendar
Coordinate meeting room setup including furniture arrangement and equipment
Ensure meeting rooms are prepared with required amenities (whiteboard, stationery)
Optimize room utilization of meeting rooms.
Track meeting room usage and maintain booking records
Lunch Arrangements and Hospitality
Coordinate small lunch arrangements for meetings, events, and visitors
Liaise with catering vendors and hotels for food orders
Manage refreshments and beverages for guests and meetings
Ensure timely delivery and setup of food arrangements
Maintain vendor database of restaurant and hotel vendors for lunch arrangement.
Monitor quality and service standards of catering vendors
Support event planning and coordination activities
Office Supplies and Equipment Management
Order stationery, pantry items, and office essentials
Maintain stock levels and ensure timely replenishment
Coordinate with vendors for procurement and deliveries
Track expenses and invoice processing for refreshment arrangement.
Qualifications
Educational qualifications
•Bachelor's degree or equivalent qualification•Additional certification in Office Management, Hospitality Management, or Administration (preferred)•Work experience
Experience Requirements
•Minimum 2 years of proven experience as Front Office Executive, Receptionist, or similar role•Experience in facility management and coordination•Experience in meeting room booking and management•Experience in a corporate office or professional services environment preferred
Communication & Technical Skills
•Excellent verbal and written communication skills in English (and regional language if applicable)•Skilled telephone etiquette and email communication•Ability to communicate effectively with diverse stakeholders•Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)