Receptionist

Job Purpose

The Receptionist / Front Office Executive is responsible for managing the front desk operations, ensuring a professional first impression of the organization, and providing administrative support to ensure smooth day-to-day office functioning.

Key Responsibilities

1. Front Office & Reception Management

• Manage front desk operations and act as the first point of contact for visitors, clients, vendors, and employees.
  
• Greet visitors courteously, register entries, issue visitor passes, and inform concerned departments.
  
• Handle incoming calls, screen and redirect them appropriately.
  
• Maintain reception area cleanliness, branding, and professional appearance.
  

2. Office Administration Support

• Coordinate day-to-day administrative activities to ensure smooth office operations.
  
• Manage meeting rooms, schedules, and conference arrangements.
  
• Support travel coordination, courier handling, and document dispatch/receipt.
  
• Maintain records of office assets, stationery, and pantry supplies.
  

3. Vendor & Facility Coordination

• Coordinate with housekeeping, security, pantry, and other service vendors.
  
• Monitor vendor performance and escalate issues as required.
  
• Ensure availability of office utilities and basic facilities.
  

4. Documentation & Records

• Maintain visitor logs, call registers, courier records, and administrative files.
  
• Assist HR/Admin in maintaining employee records, ID cards, and access passes.
  
• Support invoice tracking and documentation for admin expenses.
  

5. Support to HR & Management

• Provide administrative support to HR and leadership teams as required.
  
• Assist in employee engagement activities, events, and meetings.
  
• Support onboarding logistics such as seating, ID cards, and welcome kits.
  

Key Skills & Competencies

• Pleasant personality with strong communication skills
  
• Professional appearance and customer-service orientation
  
• Good organizational and multitasking abilities
  
• Proficiency in MS Office (Word, Excel, Outlook)
  
• Ability to handle confidential information with discretion
  

Educational Qualifications

• Graduate in any discipline
  
• Diploma/Certification in Office Administration (preferred)
  

Experience

• 2-5 years of experience as a Receptionist / Front Office / Admin Executive
  
• Prior experience in FMCG / Corporate / Manufacturing environment preferred
  

Key Performance Indicators (KPIs)

• Visitor and call handling efficiency
  
• Office administration effectiveness
  
• Vendor coordination and service quality
  
• Accuracy of records and documentation
  
• Professional front-office representation