Receptionist / Front Office Executive

Front Desk & Site Security

• Greet and verify all visitors, including clients, subcontractors, engineers, and delivery drivers.
• Enforce safety compliance by ensuring all visitors sign the logbook and receive necessary safety briefings or temporary PPE (Personal Protective Equipment) before entering.
• Manage phone lines, routing urgent calls from active job sites, suppliers, and project managers.
• Screen incoming inquiries from prospective subcontractors and vendors, directing them to the procurement team.

Construction Admin & Document Control

• Receive and log time-sensitive documents, including site blueprints, material delivery slips, contracts, and compliance forms.
• Distribute incoming mail, physical tenders, and courier packages to the engineering and estimation teams immediately.
• Maintain digital folders for project files, daily site reports, worker attendance logs, and equipment rental schedules.
• Coordinate meeting rooms for weekly progress reviews, subcontractor alignments, and client briefings.

Vendor & Supply Management

• Track office supplies and basic site-office pantry items, placing orders to avoid operational downtime.
• Liaise with vendors for office utilities, printer maintenance, and internet connectivity, which are critical for site-to-office communication.
• Verify delivery receipts against purchase orders for office and safety supplies before submitting them to the accounts team.

Required Qualifications & Skills

• Education: Graduate in any discipline; certification in Office Administration or Construction Management support is an advantage.
• Experience: 1–3 years of front office or admin experience, preferably within construction, real estate, or infrastructure companies.
• Industry Knowledge: Basic understanding of construction terminology (e.g., blueprints, tenders, POs, subcontractors) is highly preferred.
• Software Skills: Proficiency in MS Office (Word, Excel, Outlook). Experience with project management software (like Procore or Autodesk) is a plus.
• Key Traits: Assertive communication, ability to handle loud or busy environments, strong problem-solving skills, and a strict eye for safety compliance.