Executive - Front Office

Job Title

Executive - Front Office

Job Description Summary

Job Description

Job Description

Executive – Front Desk & Admin

Department: Administration / Facilities Designation: Executive – Front Desk & Admin

Job Purpose

To manage front desk operations and provide administrative and HR coordination support, ensuring a professional reception experience, smooth day-to-day office operations, and timely completion of administrative responsibilities.

Key Responsibilities

• 1. Front Desk & Reception Management

• Manage daily front desk operations, including visitor reception, guest handling, and incoming calls.

• Maintain a professional, welcoming, and organized reception area.

• Maintain visitor registers and ensure compliance with visitor management procedures.

• Coordinate meeting room bookings and provide support to visitors and employees.

• 2. Travel & Accommodation Coordination

• Coordinate flight, train, and hotel bookings for employees and business visitors.

• Assist with travel arrangements, itinerary coordination, and booking-related documentation.

• Liaise with travel agencies and service providers to ensure smooth travel arrangements.

• 3. Office Administration & Inventory Management

• Manage office stationery, supplies, inventory, and other routine administrative requirements.

• Monitor stock levels and coordinate replenishment of office supplies.

• Handle incoming and outgoing courier services and maintain dispatch records.

• Maintain administrative files, records, documentation, and other office registers.

• 4. Housekeeping & Facilities Coordination

• Coordinate with housekeeping, maintenance teams, and other service providers to ensure smooth office operations.

• Monitor cleanliness and upkeep of the reception and common areas.

• Report and follow up on maintenance issues and ensure timely resolution.

• 5. Meeting & Calendar Management

• Schedule meetings, maintain calendars, and coordinate meeting room requirements.

• Manage emails, correspondence, and administrative follow-ups.

• Support internal meetings and assist with related logistical arrangements.

• 6. HR & Recruitment Support

• Coordinate interview schedules and communicate with candidates and interview panels.

• Support recruitment activities, onboarding formalities, and joining documentation.

• Maintain employee personal files and HR-related records, ensuring confidentiality.

• Assist with attendance tracking for office support staff and maintain accurate attendance records.

• Perform other HR and administrative duties as assigned.

• Required Skills & Competencies

• Strong verbal and written communication skills.

• Good organizational, coordination, and time-management skills.

• Professional attitude and customer service orientation.

• Proficiency in MS Office, email, calendar management, and basic documentation.

• Ability to multitask and prioritize responsibilities.

• Attention to detail and accuracy in maintaining records.

• Ability to handle confidential information responsibly.

• Strong follow-up skills and a proactive approach to problem-solving.

• Educational Qualifications & Experience

• Graduate in any discipline; relevant administrative or hospitality qualifications are an advantage.

• Prior experience in front desk operations, office administration, reception, or HR coordination is preferred.

• Key Performance Expectations

• Professional and efficient front desk operations.

• Accurate maintenance of visitor, courier, inventory, and attendance records.

• Timely completion of travel bookings and administrative requests.

• Effective coordination with internal teams and external service providers.

• Timely support for recruitment, interviews, and onboarding activities.

• Compliance with company policies and established administrative procedures.

• INCO: “Cushman & Wakefield”