– Lobby Executive

Department: Front Office / Administration

Designation: Lobby Executive

Reporting To: Administration / HR Manager

Location: [Company Location]

Industry: Tea / Tea Manufacturing & Plantation

Job Summary The Lobby Executive will be responsible for managing the reception and lobby area, welcoming visitors, handling front-office activities, and providing professional assistance to employees, clients, suppliers, business partners, and other guests. The role requires excellent communication, a pleasant personality, strong organizational skills, and the ability to maintain a professional corporate image.

Key Responsibilities

1. Reception & Visitor Management

- Welcome and greet visitors, guests, clients, suppliers, and business associates in a courteous and professional manner.
- Identify the purpose of visits and direct visitors to the appropriate department or person.
- Maintain visitor records and issue visitor passes, where applicable.
- Inform concerned employees about visitor arrivals and coordinate meetings.
- Ensure visitors follow company security and access-control procedures.
- Maintain a clean, organized, and welcoming lobby environment.

2. Telephone & Communication

- Handle incoming calls and route them to the appropriate person or department.
- Take accurate messages and ensure timely communication.
- Respond to general enquiries professionally.
- Handle routine correspondence, emails, courier communications, and other front-office requirements.

3. Guest & Client Assistance

- Assist customers, tea buyers, business partners, consultants, vendors, and other official visitors during their visit.
- Coordinate meeting-room arrangements, refreshments, visitor seating, and other basic requirements.
- Support arrangements for VIP guests and senior management visitors.
- Provide basic information about the company,



its tea operations, products, estates, factories, or offices when required.

4. Administrative Support

- Maintain reception-related registers, records, and documents.
- Coordinate incoming and outgoing courier and postal services.
- Assist the Administration/HR team with routine office coordination.
- Maintain stationery and front-office supplies.
- Coordinate with housekeeping, security, transport, and other support staff as required.
- Assist in organizing meetings, conferences, company events, and official visits.

5. Tea Company–Specific Responsibilities

- Coordinate reception arrangements for tea buyers, brokers, exporters, suppliers, and other industry visitors.
- Assist in organizing visits to tea estates, factories, tasting rooms, or production facilities when applicable.
- Coordinate with concerned departments for visitor access to factory/estate areas.
- Ensure appropriate visitor protocols are followed, particularly in operational and manufacturing areas.
- Support official tea-tasting meetings, buyer visits, conferences, and company events as required.

6. Security & Compliance

- Follow company visitor-management and security procedures.
- Coordinate with security personnel regarding visitor entry and exit.
- Ensure unauthorized persons do not enter restricted areas.
- Maintain confidentiality regarding company information, visitors, employees, and business activities.




- Report any unusual incident or security concern to the Administration/HR department immediately.

Required Qualifications

- Graduate in any discipline; diploma/certificate in Front Office, Hospitality, Business Administration, or a related field is an advantage.
- Prior experience in front office, reception, hospitality, customer service, or administration preferred.
- Freshers with excellent communication and interpersonal skills may also be considered.

Required Skills

- Excellent verbal and written communication skills.
- Pleasant and professional personality.
- Positive English and local-language communication skills.
- Good telephone etiquette.
- Strong interpersonal and customer-service skills.
- Basic knowledge of MS Office, email, and office equipment.
- Good organizational and multitasking abilities.
- Ability to maintain confidentiality.
- Presentable, punctual, and disciplined.
- Ability to interact confidently with senior management, clients, and external visitors.

Key Performance Indicators (KPIs)

- Visitor handling and guest satisfaction.
- Professionalism and appearance of the reception area.
- Accuracy of visitor and front-office records.
- Telephone and communication handling.
- Timely coordination of meetings and visitor requirements.
- Compliance with security and visitor-management procedures.
- Responsiveness to internal and external enquiries.

Working Conditions The Lobby Executive will primarily work at the company's reception/lobby area and may occasionally be required to support meetings, corporate events, tea buyer visits, factory/estate visits, and other official activities. Note: The employee may be required to work beyond regular office hours during important meetings, VIP visits, company events, or other business requirements.

Work Location: In person

📌 Lobby Executive (Matigara)
🏢 Aman Tea Group
📍 Matigara