Job Title
Executive - Front Office
Job Description Summary
Job Description
Key Task and Responsibilities.
About The Role:
1. Front Desk & Reception Management
- Greet and assist visitors, clients, and employees professionally.
- Manage incoming calls, emails, inquiries, and visitor support.
- Maintain a clean, organized, and welcoming reception area.
- Issue visitor badges, maintain accurate visitor logs, and coordinate with security.
2. Administrative Support & Mailroom Management
- Manage courier dispatch, receipt of parcels, and internal mail distribution.
- Maintain mailroom logs with accuracy and timeliness.
- Provide document support—filing, data entry, documentation control, and meeting setup assistance.
- Maintain updated administrative records and office documentation.
3. Inventory & Office Supplies Management
- Monitor and manage inventory for:
- Housekeeping supplies
- Stationery
- Pantry/snack program
- General office consumables
- Conduct stock audits and maintain inventory registers.
- Coordinate procurement of supplies and ensure cost-effective usage.
- Track consumption patterns and optimize replenishment cycles.
4. Housekeeping & Facility Coordination
- Conduct routine cleanliness and facility inspection rounds.
- Ensure housekeeping teams follow daily checklists and service standards.
- Oversee meeting room hygiene, pantry upkeep, and common area maintenance.
- Raise and track facility repair and maintenance requests.
- Support workspace arrangements and seating requests.
5. Meeting Room & Event Support
- Manage booking, scheduling, and readiness of meeting rooms.
- Ensure AV equipment, presentation tools, and furniture are functional.
- Coordinate with IT, admin, and housekeeping teams for meeting setups.
- Support company events, celebrations, and employee engagement activities.
- Handle logistics such as hospitality, materials, vendor coordination, and décor.
6. Vendor Coordination, Follow‑ups & Invoicing
- Coordinate with vendors for housekeeping, courier, pantry, office supplies, repairs, and event services.
- Monitor vendor activities, service quality, and on‑site task completion.
- Follow up proactively to ensure:
- Timely submission of invoices
- Accurate invoicing as per services delivered
- Correct quantities, services, and rates are billed
- Flag discrepancies and coordinate with finance/admin for invoice corrections.
- Maintain vendor attendance, service records, and compliance documentation.
- Assist in collecting quotations and supporting purchase processes.
INCO: “Cushman & Wakefield”