Business Support, Guest Services

Job description: Front Office Executive

Role summary: The Front Office Executive is the first point of contact for visitors and employees, responsible for delivering a professional reception experience, managing front-desk operations, and supporting day-to-day administrative coordination.

Key responsibilities

Reception and visitor management

• Greet and assist visitors, clients, and vendors in a courteous and professional manner
• Manage visitor entry protocols (sign-in/out, badges, meeting room directions, host notifications)
• Handle incoming calls, screen and route calls, and take accurate messages
  
  

Front desk operations

• Maintain the reception area’s appearance (clean, organized, visitor-ready)
• Monitor and replenish front office supplies (stationery, pantry/consumables as applicable)
• Coordinate courier handling, mail distribution, and incoming/outgoing shipments
  
  

Meeting and workplace support

• Support meeting room coordination (bookings, basic setup, guest support, refreshments if applicable)
• Coordinate with housekeeping, security, and facilities teams for service requests impacting front office
• Track and follow up on front-office related issues and ensure timely closures
  
  

Administrative support

• Maintain logs/registers (visitors, couriers, calls, keys/access items if applicable)
• Support basic documentation, reports, and MIS updates as required by the site/team
• Assist with event-day coordination or peak visitor management when required
  
  

Customer service and compliance

• Ensure adherence to site policies, safety guidelines, and confidentiality expectations
• Escalate incidents/concerns appropriately (security, medical, facilities, leadership)
  
  

Qualifications

Education

• Graduate in any discipline (preferred); diploma/graduate with relevant experience acceptable
  
  

Experience

• 1–3 years of front office/reception/customer service experience (corporate office or hospitality preferred)
• Experience managing visitors, calls, and basic administrative coordination
  
  

Skills and competencies

• Strong communication skills (verbal and written)
• Professional appearance and customer-first mindset
• Good interpersonal skills and ability to remain calm under pressure
• Basic computer proficiency (email, MS Office; familiarity with visitor/booking tools is a plus)
• Attention to detail, punctuality, and reliability