Receptionist / Front Office Executive

Receptionist Profile – Key Responsibilities

1. Front Desk Operations

 Handling calls on the board line.

 Monitoring meeting room bookings and forwarding accepted bookings to the security team.

2. Access Management

 To have basic knowledge of Access Control System OR Else we will give Training

 Activating and deactivating access cards.

 Coordinating with vendors for issuing access cards.

 Monitoring expiry of access cards, following up for extensions, and raising IOMs (Internal Office Memos) for cost recovery.

 Managing lost cards, including raising IOMs for fines.

 Reconciliation of Access cards monthly.

3. Attendance & Records

 Maintaining attendance logs for vendor employees (monthly or on request).

 Providing attendance logs for review as needed.

 Keeping an access register for issue and return of access cards.

4. ID & Label Management : 

 Creating ID labels for new joiners, lost cards, promotions, and name changes.

5. Database & Stock Maintenance

 Maintaining an Excel database with all employee details (updated daily).

 Updating daily stock of cards (manual entries for cards issued/returned).

 Maintaining stock of lanyards and card holders.

6. Employee Directory

 Maintaining an up-to-date employee extension/contact list.

Observations & Best Practices

• Consistency: Many tasks require daily or monthly updates, emphasizing the need for routine and attention to detail.

• Coordination: The receptionist acts as a liaison between employees, vendors, and the Security Guards team.

• Record-Keeping: Accurate and timely record maintenance is crucial for access control and compliance.

• Proactive Monitoring: Regular follow-ups on card expiry and lost cards help minimize security risks and costs.