Receptionist / Front Office Executive

Primary Responsibilities

• Welcome and greet visitors, clients, and candidates in a professional and courteous manner.
• Answer, screen, and transfer incoming phone calls promptly.
• Handle incoming and outgoing emails, courier services, and postal correspondence.
• Maintain the reception area, meeting rooms, and visitor records in a clean and organized manner.
• Record visitor entries and ensure all visitors follow company security procedures.
• Coordinate appointments, meetings, and interview schedules.
• Inform concerned staff immediately when visitors or candidates arrive.
• Provide basic information about the company to visitors and job applicants.
• Receive, sort, and distribute documents, parcels, and courier deliveries.
• Maintain records of office keys, visitor passes, and office assets assigned to reception.

Administrative Responsibilities

• Maintain attendance records of visitors and interview candidates.
• Assist HR with interview coordination and candidate registration.
• Keep employee contact lists and extension directories updated.
• Support administrative tasks such as photocopying, scanning, printing, and document filing.
• Maintain office stationery inventory and raise purchase requests when stock is low.
• Coordinate with housekeeping to ensure cleanliness of the reception and common areas.
• Assist management with miscellaneous administrative work as assigned.

Communication & Coordination

• Coordinate with all departments for visitor management and meeting arrangements.
• Ensure important messages are delivered promptly to the concerned employees.
• Follow up with courier agencies, vendors, and service providers whenever required.

Professional Conduct

• Maintain a professional appearance and positive attitude at all times.
• Keep company and client information confidential.
• Treat all visitors, clients, vendors, and employees respectfully.
• Avoid personal phone usage during working hours except in emergencies.
• Report any unusual incidents or security concerns immediately to management.

Daily Responsibilities

• Open the reception area before office hours.
• Ensure telephone lines, internet, and reception equipment are functioning properly.
• Maintain a daily visitor register.
• Ensure meeting rooms are prepared before scheduled meetings.
• Close and secure reception records at the end of the working day.

Performance Expectations

• Excellent communication and interpersonal skills.
• Strong organizational and multitasking abilities.
• Basic knowledge of MS Office (Word, Excel, Outlook) and email handling.
• Ability to work under pressure while maintaining professionalism.
• Punctuality, reliability, and a customer-service-oriented attitude.

Reporting To

Administration Manager / HR Manager / Director