Job Description

Job Title

Executive - Front Office

Key Task and Responsibilities.

About The Role:

1. Front Desk & Reception Management

• Greet and assist visitors, clients, and employees professionally.
• Manage incoming calls, emails, inquiries, and visitor support.
• Maintain a clean, organized, and welcoming reception area.
• Issue visitor badges, maintain accurate visitor logs, and coordinate with security.

2. Administrative Support & Mailroom Management

• Manage courier dispatch, receipt of parcels, and internal mail distribution.
• Maintain mailroom logs with accuracy and timeliness.
• Provide document support—filing, data entry, documentation control, and meeting setup assistance.
• Maintain updated administrative records and office documentation.

3. Inventory & Office Supplies Management

• Monitor and manage inventory for:
  • Housekeeping supplies
  • Stationery
  • Pantry/snack program
  • General office consumables
• Conduct stock audits and maintain inventory registers.
• Coordinate procurement of supplies and ensure cost-effective usage.
• Track consumption patterns and optimize replenishment cycles.

4. Housekeeping & Facility Coordination

• Conduct routine cleanliness and facility inspection rounds.
• Ensure housekeeping teams follow daily checklists and service standards.
• Oversee meeting room hygiene, pantry upkeep, and common area maintenance.
• Raise and track facility repair and maintenance requests.
• Support workspace arrangements and seating requests.

5. Meeting Room & Event Support

• Manage booking, scheduling, and readiness of meeting rooms.
• Ensure AV equipment, presentation tools, and furniture are functional.
• Coordinate with IT, admin, and housekeeping teams for meeting setups.
• Support company events, celebrations, and employee engagement activities.
• Handle logistics such as hospitality, materials, vendor coordination, and décor.

6. Vendor Coordination, Follow‑ups & Invoicing

• Coordinate with vendors for housekeeping, courier, pantry, office supplies, repairs, and event services.
• Monitor vendor activities, service quality, and on‑site task completion.
• Follow up proactively to ensure:
  • Timely submission of invoices
  • Accurate invoicing as per services delivered
  • Correct quantities, services, and rates are billed
• Flag discrepancies and coordinate with finance/admin for invoice corrections.
• Maintain vendor attendance, service records, and compliance documentation.
• Assist in collecting quotations and supporting purchase processes.

INCO: “Cushman & Wakefield”