– Front Desk Associate

Department: Front Office / Administration

Designation: Front Desk Associate

Reporting To: Administration / HR Manager

Industry: Tea / Tea Manufacturing / Tea Plantation

Job Summary The Front Desk Associate is responsible for managing the company's front desk and reception operations while providing a professional and welcoming experience to visitors, customers, tea buyers, suppliers, business partners, and employees.

The role involves visitor management, telephone handling, correspondence, meeting coordination, administrative support, and maintaining the skilled image of the organization. The Front Desk Associate will also coordinate with internal departments such as HR, Administration, Security, Accounts, Sales, Procurement, Factory, and Tea Estate teams as required.

Key Responsibilities

1. Front Desk & Reception Management

- Welcome and greet visitors, clients, tea buyers, suppliers, vendors, and business associates professionally.
- Manage the reception area and ensure it remains clean, organized, and presentable.
- Identify visitors and understand the purpose of their visit.
- Direct visitors to the appropriate department or concerned employee.
- Notify employees when their visitors arrive and coordinate appointments.
- Maintain visitor registers and issue visitor passes as per company policy.
- Ensure compliance with visitor and access-control procedures.

2. Telephone & Communication Handling

- Answer and manage incoming telephone calls professionally.
- Transfer calls to the appropriate department or employee.
- Take accurate messages and ensure timely communication.
- Respond to general enquiries and provide basic information about the company.
- Handle routine emails, correspondence, courier communications, and other front-office communication.

3. Visitor & Guest Coordination

- Coordinate visits of tea buyers, customers, suppliers, consultants, government officials, and other business guests.
- Arrange meeting rooms, seating, refreshments, and other requirements for visitors.
- Coordinate with relevant departments for scheduled meetings and appointments.
- Provide assistance to VIP guests and senior management visitors.




- Coordinate transportation or accommodation requirements with the concerned department when required.

4. Tea Industry–Related Coordination

- Assist in coordinating visits by tea buyers, brokers, exporters, customers, and business partners.
- Coordinate with the Tea Tasting, Sales, Marketing, Factory, or Estate teams for official visitor requirements.
- Support arrangements for tea-tasting sessions, buyer meetings, product presentations, and company events.
- Assist visitors with directions and basic information regarding the company's tea estates, factories, offices, products, and operations.
- Ensure appropriate safety and access procedures are followed when visitors are required to visit factory or estate areas.

5. Administrative Support

- Maintain front-office records, registers, contact lists, and documentation.
- Manage incoming and outgoing courier, postal, and document deliveries.
- Receive and distribute documents and parcels to the concerned departments.
- Maintain front-office stationery and supplies.
- Assist the Administration team with routine office coordination.
- Support meeting, conference, event, and official-visit arrangements.
- Coordinate with housekeeping, security, transport, and facility teams as required.

6. Security & Access Management

- Follow the company's security and visitor-management procedures.
- Coordinate with security personnel regarding visitor entry and exit.
- Ensure visitors do not enter restricted areas without authorization.
- Maintain accurate records of visitor movements where required.
- Immediately report any unusual activity, incident, or security concern to the Administration/HR department.

7. Professional Conduct

- Maintain a professional appearance and positive attitude at all times.
- Handle visitors and employees courteously and respectfully.
- Maintain confidentiality of company, employee, customer, and visitor information.




- Represent the company's brand and values professionally at the front desk.
- Perform other front-office and administrative duties assigned by the reporting manager.

Qualifications

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

Required Skills & Competencies

- Positive verbal and written communication skills.
- Good command of English and the local language.
- Pleasant and professional personality.
- Strong customer-service and interpersonal skills.
- Good telephone etiquette.
- Basic knowledge of MS Office, email, and office equipment.
- Good organizational and multitasking abilities.
- Ability to coordinate with multiple departments.
- Good attention to detail and record-keeping skills.
- Ability to handle visitors and routine enquiries independently.
- Skilled grooming and workplace etiquette.

Key Performance Indicators (KPIs)

- Professional and efficient management of the front desk.
- Visitor and guest satisfaction.
- Accuracy of visitor and front-office records.
- Effective telephone and communication handling.
- Timely coordination of meetings and appointments.
- Efficient handling of courier and front-office correspondence.
- Compliance with visitor and security procedures.
- Professional appearance and maintenance of the reception area.
- Responsiveness to internal and external stakeholders.

Working Conditions The Front Desk Associate will primarily be stationed at the company's reception/front-office area. The position may require occasional support beyond regular working hours for VIP visits, tea buyer meetings, company events, conferences, official functions, or other business requirements.

Disclaimer

This outlines the primary responsibilities of the position and may be modified from time to time based on business requirements. The employee may also be assigned additional duties by the reporting manager or management.

Work Location: In person

📌 Front Desk Associate (Matigara)
🏢 Aman Tea Group
📍 Matigara