Front Office Executive

Role Overview

The Front Office Executive is responsible for managing reception area cleanliness and upkeep while delivering exemplary telephone service to both internal and external callers with courtesy and professionalism.

Main Duties

• Ensure the reception area is consistently clean and well-maintained.
• Answer all incoming calls within three rings with a friendly demeanor, routing them to the correct individuals, voicemail, or departments.
• Promptly convey messages to the intended recipients.
• Regularly update and maintain the site's extension and vendor lists at least once monthly.
• Warmly receive and assist visitors, clients, and customers, notifying hosts of their arrival and maintaining an accurate visitors register daily with end-of-shift reporting.
• Coordinate booking of meeting, conference, and training rooms as requested, ensuring calendars for these spaces are updated daily in both digital and printed formats.
• Liaise with Guest Relations concerning guest transportation and presentation support.
• Maintain and update VC trackers, equipment sheets (forwarding details to BMS and technical teams), and daily front desk reports, as well as generate daily No Show reports for training and meeting rooms.
• Work closely with the Building Management System (BMS) for equipment arrangements, excluding Video Conferencing equipment.
• Provide backup support for the Helpdesk when needed.