Front Office & Admin Assistant

JOB DESCRIPTION FOR FRONT OFFICE & ADMINISTRATIVE EXECUTIVE Job Title Front Office & Admin Executive Department Human Capital & Administration Reports To Human Capital & Admin Manager Job Summary The Front Office & Admin Executive is primarily responsible for overseeing and coordinating all front office operations and ensuring that all designated front office areas remain functional, organized, professional, and operational at all times. These areas include but are not limited to the reception area, waiting room, meeting rooms, executive wing/offices, and other shared administrative spaces. The role serves as the first point of contact for guests, clients, vendors, and employees while providing administrative and operational support to the Human Capital & Administration Department. The role ensures seamless front office coordination, efficient communication management, effective facility support, and a positive workplace and visitor experience in alignment with the company’s standards, policies, and values. The role also provides day-to-day supervision and coordination of assigned administrative support partners and service providers including cleaners, horticulturists/gardeners, waste management personnel, security personnel, office technicians, artisans, and other facility support vendors operating within the front office and administrative environment. The role will perform other duties and responsibilities as assigned by the Human Capital & Administration Manager or designated supervisors in support of departmental and organizational objectives. Key Responsibilities 1. Front Office Operations & Facility Coordination a. Take primary responsibility for the day-to-day functionality, presentation, coordination, and operational effectiveness of all front office areas. b. Ensure all designated front office areas including the reception area, waiting rooms, meeting rooms, executive wings/offices, and other shared administrative spaces are clean, functional, organized, and operational at all times. c. Conduct routine inspections to ensure furniture, equipment, lighting, air conditioning, internet access, refreshments, and other facility requirements within front office areas are in proper working condition. d. Promptly escalate maintenance, repair, housekeeping, or operational issues affecting front office areas to the appropriate units for resolution. e. Coordinate readiness of meeting rooms and executive spaces before meetings, visits, or official engagements. f. Monitor ambience and presentation standards within front office environments to ensure they reflect the company’s professional image and service culture. 2. Supervision of Administrative Support Partners a. Supervise and coordinate the activities of assigned administrative support partners including cleaners, horticulturists, waste management personnel, security personnel, office technicians, artisans, and other facility support vendors. b. Monitor the performance and service delivery standards of administrative support partners to ensure compliance with organizational expectations and operational requirements. c. Ensure cleaning, waste disposal, landscaping, maintenance, and other facility support activities are carried out effectively and according to schedule. d. Report service delivery issues, operational gaps, and vendor performance concerns to the Human Capital & Administration Manager for necessary action. e. Support coordination of maintenance and repair activities within front office and administrative areas. 3. Reception & Guest Relations a. Greet and receive visitors, clients, and staff professionally while maintaining a welcoming and organized reception environment. b. Attend to visitor inquiries and direct guests appropriately based on the purpose of visit. c. Maintain visitor records, issue visitor tags/badges, and ensure compliance with security and access control procedures. d. Notify relevant employees promptly of guest arrivals and ensure visitors are attended to efficiently. e. Ensure positive visitor and guest experiences through professionalism, responsiveness, and effective coordination. 4. Telephone & Communication Management a. Manage incoming telephone calls professionally by answering, screening, and directing calls appropriately. b. Take accurate messages and ensure timely delivery to the intended recipients. c. Respond to basic inquiries through phone calls, emails, and other communication channels. d. Maintain updated internal contact directories and communication records. e. Escalate sensitive or urgent communication issues to the appropriate personnel. 5. Administrative Support a. Provide administrative assistance including printing, scanning, photocopying, filing, documentation, and data entry. b. Maintain proper filing systems for administrative and operational records, both physical and electronic. c. Support preparation of reports, memos, correspondence, and meeting materials as assigned. d. Assist with scheduling appointments, meetings, and calendar coordination where required. e. Support onboarding logistics for new employees including documentation and workstation coordination. 6. Office Operations, Facility Maintenance & Coordination a. Monitor and coordinate office supply usage and replenishment in line with approved procedures. b. Liaise with vendors, procurement, and service providers regarding office-related requirements. c. Provide support for routine facility maintenance activities and promptly escalate maintenance issues requiring attention. d. Assist in coordinating office maintenance activities and ensuring functionality of office facilities and workspaces. e. Follow up with technicians, artisans, cleaners, and other support vendors to ensure timely resolution of facility-related issues. f. Support travel arrangements, logistics coordination, and accommodation bookings as assigned. g. Assist in ensuring office environments remain conducive, organized, safe, and operational at all times. 7. Courier & Correspondence Management a. Receive, sort, record, and distribute incoming mails, packages, and correspondence. b. Coordinate outgoing dispatches and courier services while maintaining accurate tracking records. c. Maintain proper documentation of all incoming and outgoing correspondence. 8. Meeting & Event Support a. Coordinate meeting room bookings and ensure meeting spaces are properly prepared before use. b. Arrange refreshments, presentation materials, and equipment for meetings when required. c. Support logistics and administrative arrangements for training, events, and official visits. 9. Records Management & Confidentiality a. Maintain accurate and up-to-date administrative and visitor records. b. Ensure confidential information and documents are handled with discretion and in accordance with company policy. c. Support compliance with records retention and documentation procedures. 10. Health, Safety & Security Compliance a. Work closely with security personnel to monitor visitor movement and enforce access protocols. b. Participate in emergency drills and support reception-area emergency coordination procedures. c. Monitor supplies in first aid box to ensure consistent replenishment of depleted items and usability. 11. Professional Conduct & Brand Representation a. Maintain a professional appearance, communication style, and conduct at all times. b. Represent the organization positively through excellent customer service and interpersonal relations. c. Uphold organizational values, ethics, and service standards in all interactions. 12. Reporting & Continuous Improvement a. Prepare periodic reports on front office activities, visitor traffic, administrative support functions, and facility-related observations. b. Identify operational gaps and recommend improvements to administrative processes. c. Support initiatives aimed at improving workplace efficiency and customer experience. d. Carry out any other administrative, operational, supervisory, or support duties as assigned by the Human Capital & Administration Manager or Management