Job Title: Front Desk Executive
Reporting To: Manager – Administration / HR & Admin Manager
Role Overview
The Front Desk Executive is the first point of contact for visitors, clients, and employees, playing a key role in representing the company’s professional image. This role involves managing the reception area, handling incoming calls, coordinating appointments, managing courier services, and supporting day-to-day administrative tasks. The ideal candidate should have excellent communication skills, a pleasant personality, and a customer-service mindset.
Key Responsibilities
1. Reception & Visitor Management
- Greet and welcome guests in a courteous and professional manner.
- Maintain a visitor logbook and issue visitor passes.
- Inform relevant staff members about guest arrivals promptly.
2. Telephone & Communication Handling
- Answer, screen, and forward incoming phone calls efficiently.
- Take messages and ensure timely follow-up or redirection to concerned departments.
- Manage official communication via email or phone when required.
3. Courier & Mail Handling
- Manage incoming and outgoing couriers and postal mail.
- Ensure proper documentation and timely dispatch of packages and correspondence.
4. Office Coordination
- Support the HR/Admin team in organizing meetings, conferences, and events.
- Maintain the reception area in a tidy and presentable manner.
- Assist in coordinating housekeeping and facility upkeep.
5. Appointment Scheduling
- Manage meeting room bookings and coordinate appointments for senior staff.
- Maintain calendars and schedule interviews or client meetings as required.
6. Administrative Support
- Assist in maintaining office supplies inventory and raise requisitions when necessary.
- Handle filing, scanning, and documentation of office records.
- Coordinate with internal departments for routine administrative needs.
Technical Skills Required
- Proficiency in MS Office (Word, Excel, Outlook).
- Knowledge of telephone systems, email management, and front desk operations.
- Familiarity with visitor management systems is an added advantage.
Personal Attributes
- Well-Groomed & Presentable: Maintains a professional appearance.
- Excellent Communicator: Strong verbal and written communication skills.
- Polite & Courteous: Demonstrates customer service orientation and patience.
- Organized & Attentive to Detail: Manages multiple tasks with efficiency.
- Reliable & Punctual: Maintains regular attendance and timely reporting.
- Discreet & Trustworthy: Handles sensitive information with confidentiality.
Qualifications & Experience
- Education: Graduate in any discipline.
- Experience: Minimum 3 years in a front desk, receptionist, or administrative support role.
Summary
The Front Desk Executive is essential in creating a welcoming and efficient front-office environment. By managing reception duties, handling calls, coordinating visitors, and supporting administrative functions, the role contributes to smooth day-to-day operations and enhances the company’s image through professional and courteous service.
