Front Office Coordinator

Role & responsibilities

1. Welcome and attend to visitors, clients, vendors and guests professionally.
2. Manage incoming and outgoing telephone calls and direct them to the concerned departments.
3. Maintain the visitor register and ensure proper visitor entry and exit records.
4. Coordinate visitor appointments and meeting schedules.
5. Inform concerned employees about visitor arrivals and client meetings.
6. Handle incoming and outgoing courier, postal and document dispatch.
7. Ensure the reception area is neat, clean and well maintained.
8. Maintain professional communication and customer service standards.

B. Office Administration

1. Monitor daily office housekeeping, cleanliness and maintenance.
2. Coordinate with housekeeping, security and facility maintenance teams.
3. Maintain office stationery and general consumables stock.
4. Monitor pantry requirements and office supplies.
5. Coordinate repair and maintenance of office equipment, furniture and electrical facilities.
6. Maintain records of company assets, office keys and other administrative materials.
7. Coordinate with vendors and service providers for office-related requirements.
8. Ensure proper usage and maintenance of office facilities.

C. Administrative Documentation & Records

1. Maintain inward and outward registers for documents and couriers.
2. Maintain office files, registers and administrative records.
3. Prepare daily, weekly and monthly administrative reports.
4. Maintain records of office expenses, bills and invoices.
5. Coordinate with the Accounts Department for vendor bills and payment processing.
6. Maintain employee contact details and emergency contact records.
7. Ensure proper filing and documentation of administrative activities.

D. HR & Employee Coordination

1. Coordinate with HR for employee joining formalities and documentation.
2. Assist in maintaining attendance and employee-related administrative records.
3. Coordinate employee ID cards, access cards and other office facilities.
4. Support HR in arranging employee meetings, events and celebrations.
5. Ensure employees follow office discipline and administrative procedures.
6. Coordinate the collection and submission of company assets whenever required.

E. Meeting & Management Support

1. Arrange meeting rooms and ensure necessary facilities are available.
2. Coordinate refreshments and other arrangements for management meetings and visitors.
3. Assist management and department heads with administrative requirements.
4. Coordinate internal communication and document circulation.
5. Support company events, celebrations and official functions.

3. Daily Responsibilities

• Check reception and meeting room readiness.
• Attend incoming calls and visitors.
• Check courier and document movements.
• Monitor housekeeping and office cleanliness.
• Check stationery and pantry requirements.
• Coordinate office maintenance issues.
• Update visitor, courier and administrative registers.
• Share pending administrative issues with the reporting manager.

• 4. Key Performance Indicators (KPIs)
• KPI
• Performance Measurement
• Visitor Management
• Proper visitor registration and coordination
• Telephone Handling
• Professional and timely call handling
• Office Maintenance
• Cleanliness and maintenance of office premises
• Documentation
• Accuracy and timely updating of records
• Stationery Management
• Availability and stock control
• Vendor Coordination
• Timely resolution of administrative issues
• Meeting Support
• Proper meeting room and visitor arrangements
• Reporting
• Timely submission of daily/weekly reports
• Office Discipline
• Compliance with company administrative procedures
• 5. Required Skills & Qualifications

• Graduate in any discipline.
• 13 years of experience in Front Office / Administration.
• Good verbal and written communication skills.
• Basic knowledge of MS Office (Word, Excel and Outlook).
• Good telephone etiquette and interpersonal skills.
• Strong coordination and organizational abilities.
• Ability to multitask and handle responsibilities independently.
• Professional appearance and positive attitude.

6. Job Expectations

• Maintain confidentiality of company and employee information.
• Follow company policies, rules and administrative procedures.
• Maintain professional behaviour with visitors, clients and employees.
• Complete assigned tasks within stipulated timelines.
• Report administrative issues and pending requirements to the reporting manager.
• Take ownership of front office and general administrative responsibilities.

Preferred candidate profile