Receptionist / Front Office Executive

• Key Responsibilities1. Front Office ManagementWelcome visitors and clients professionally.
• Maintain visitor register.
• Guide customers to the concerned department.
• Ensure reception area is clean and organized.
• 2. Call HandlingAttend incoming calls politely.
• Transfer calls to relevant departments.
• Take messages and ensure timely communication.
• Handle customer enquiries regarding products/services.
• 3. Appointment CoordinationSchedule meetings for:
• Management
• Sales team
• Clients
• Builders
• Architects
• Maintain meeting calendar.
• 4. Customer SupportHandle walk-in customers.
• Provide basic company/product information.
• Coordinate with sales team for quotations and follow-ups.
• Maintain customer enquiry records.
• 5. Administrative SupportMaintain office files and documents.
• Handle courier and dispatch activities.
• Manage office stationery and supplies.
• Support HR and admin activities.
• 6. Data Entry & ReportingUpdate visitor and enquiry data in Excel/CRM.
• Prepare daily call and visitor reports.
• Maintain attendance or basic office records if required.

Daily DutiesActivityResponsibilityIncoming CallsAttend & transfer callsVisitorsWelcome & guideMeeting SchedulingCoordinate appointmentsData EntryUpdate enquiries & recordsEmailsCheck and forward emailsOffice CoordinationSupport admin tasks

• Skills RequiredGood communication skills
• Polite and professional behavior
• Telephone etiquette
• Basic computer knowledge
• MS Excel & Email handling
• Multitasking ability
• Time management
• Preferred QualificationsAny Degree / PUC
• 1–3 years experience preferred
• Experience in front office/admin is an advantage

Receptionist KPIs / TargetsKPITargetCall Response Rate95%+Visitor HandlingProfessional & timelyEnquiry UpdatesDaily completionMeeting CoordinationZero scheduling errorsCustomer SatisfactionHigh response qualityData Accuracy100% proper records

• Example Daily Reporting FormatDaily Reception ReportNumber of calls attended
• Walk-in visitors
• Customer enquiries received
• Meetings scheduled
• Courier dispatched/received
• Pending follow-ups
• Ideal QualitiesFriendly personality
• Presentable appearance
• Good listening skills
• Positive attitude
• Organized working style
• Qu