Department: Administration Position: Front Office Executive Experience: As per company requirements Location: As per company requirements
The Front Office Executive will be responsible for managing front office operations, office administration, visitor management, and day-to-day workplace coordination. The role also involves vendor and facility management, inventory and stationery control through ERP systems, and administrative support to senior management, ensuring smooth office operations, effective communication, and timely completion of assigned tasks.
Manage front desk operations, including handling incoming calls, emails, visitors, and client inquiries professionally.
Ensure a welcoming and professional experience for visitors and stakeholders.
Maintain visitor registers, appointment schedules, and front office records.
Coordinate visitor meetings and direct inquiries to the appropriate departments.
Oversee daily office administration, housekeeping, security, maintenance, transport, pantry, and facility requirements.
Ensure workplace cleanliness, safety, and smooth day-to-day operations.
Manage office assets, stationery, pantry supplies, and other administrative inventory.
Maintain administrative records, contracts, invoices, purchase documents, and facility-related documentation.
Coordinate with vendors and service providers for quotations, approvals, purchase orders, invoices, deliveries, and service schedules.
Monitor vendor performance, service quality, expenses, and agreed service standards.
Follow up on maintenance requests, repairs, and other facility-related issues.
Support cost control and ensure timely replenishment of office supplies.
Provide administrative support to senior management and leadership teams.
Manage calendars, appointments, meeting schedules, and travel arrangements.
Prepare documents, presentations, reports, and confidential correspondence.
Coordinate with internal departments and external stakeholders to ensure timely completion of management priorities.
Coordinate management and client meetings, including meeting room arrangements, agendas, and required documents.
Prepare Minutes of Meetings (MoM) and maintain action-item trackers.
Follow up with concerned departments and stakeholders on pending tasks and commitments.
Provide timely updates to management regarding progress and outstanding action items.
Act as a coordination point between management, employees, vendors, clients, and other stakeholders.
Handle professional correspondence, obtain departmental updates, and ensure timely communication.
Maintain effective coordination across departments to support administrative and operational requirements.
Handle sensitive communications with professionalism and confidentiality.
Maintain accurate physical and digital records of administrative activities, invoices, contracts, inventory, and office expenses.
Ensure proper filing, document retrieval, and timely updating of records.
Support data entry, report preparation, and other administrative tasks as required.
Ensure documentation is accurate, organized, and accessible to authorized personnel.
Use the ERP system to maintain stationery, pantry stock, and other office inventory records.
Monitor stock levels, record inward and outward movements, and coordinate timely replenishment.
Ensure accurate inventory data entry and regular stock verification.
Assist in preparing inventory and consumption reports.
Provide data entry and administrative assistance to team members whenever required.
Assist with document preparation, filing, reporting, and other routine office activities.
Support departmental coordination and additional administrative assignments as directed by management.
Handle confidential business, employee, financial, and leadership information with discretion.
Ensure sensitive documents and communications are shared only with authorized stakeholders.
Maintain professional conduct, reliability, and a service-oriented approach at all times.
Graduate in any discipline; relevant administrative qualifications will be an advantage.
Experience in front office operations, office administration, reception, or executive support will be preferred.
Proficiency in MS Office, particularly Excel, Word, and Outlook.
Knowledge of ERP systems for inventory and stock management.
Good verbal and written communication skills.
Strong organizational, coordination, and time-management abilities.
Ability to manage multiple tasks, maintain accurate records, and meet deadlines.
Professional appearance, a positive attitude, and strong interpersonal skills.
Ability to handle confidential information responsibly.
Front office and administrative management
Vendor and facility coordination
Executive and management support
Documentation and record keeping
ERP-based inventory management
Communication and stakeholder coordination
Problem-solving and attention to detail
Confidentiality and professionalism