Receptionist / Front Office Executive

Front Office Executive – Manufacturing Plant manages front-desk operations, visitor access, and administrative workflows at the facility. This role serves as the first point of contact for plant visitors, corporate executives, regulatory inspectors, vendors, and job candidates. The ideal candidate ensures visitor safety compliance before entry to the production shop floor, coordinates logistics and dispatch logs, and provides key administrative support to plant management.

• Key Responsibilities

1. Visitor Security & Plant Safety Compliance

Welcome clients, contractors, vendors, auditors, and candidates upon arrival at the administrative block.

• Enforce safety orientation protocols, including issuing visitor badges, gate passes, and mandatory basic Personal Protective Equipment (PPE) such as safety glasses, high-visibility vests, and hard hats before shop floor access.
• Maintain digital and physical visitor logs to comply with plant security, ISO, and EHS (Environmental Health & Safety) audit standards.
• Assist EHS officers with visitor accounting and roll-call procedures during plant fire drills or emergency evacuations.

2. Plant Communications & Reception -

Manage multi-line switchboard operations, routing incoming calls to plant management, quality, maintenance, production, and supply chain departments.

• Operate internal plant announcement systems or paging networks for shift alerts or urgent operational notices.
• Serve as the main contact point between front-gate security personnel and administrative/operational staff.

3. Dispatch & Material Logistics Support

Receive, log, and distribute incoming mail, blue-prints, courier packages, and official documentation.

• Coordinate outbound courier dispatches, maintaining shipping receipts and transport registers.
• Liaise with store/warehouse personnel to track incoming non-inventory material deliveries or vendor invoices.

4. Facility & Administrative Coordination

Schedule conference rooms for plant reviews, safety meetings, and client visits; arrange audio/visual equipment and refreshments.

• Track and order inventory for office stationery, front-office supplies, safety pass cards, and visitor PPE.
• Maintain petty cash accounts, process utility/service vendor bills, and log transport/cab vouchers for plant employees.
• Coordinate with plant maintenance and housekeeping to maintain cleanliness and functionality across the reception block, conference rooms, and executive spaces.

Qualifications & Skills

• Experience: 3+ years of front desk or administrative experience within a manufacturing, industrial, or plant environment.
• Education: High school diploma or equivalent required; Bachelor’s degree or diploma in Business Administration, Hospitality, or HR preferred.
• Technical Skills: Proficiency in Microsoft Office (Excel, Word, Outlook), visitor management software, and switchboard operation.
• Safety & Process Knowledge: Familiarity with industrial plant safety standards (PPE, EHS gate pass systems, ISO compliance).
• Communication: Clear, professional verbal and written communication skills with a firm yet welcoming demeanor capable of handling contractors, drivers, regulatory agents, and corporate guests.