Job Description: Admin – Front Desk
Job Summary
We are seeking a professional, friendly, and organized Admin – Front Desk to manage reception and administrative activities while providing a welcoming and efficient experience for visitors, customers, employees, and business partners. The role will handle front-desk operations, calls, correspondence, visitor management, and general office administration.
Key Responsibilities
Front Desk & Reception
- Manage the reception area and ensure a professional and welcoming environment.
- Greet and assist visitors, customers, vendors, and business partners courteously.
- Manage visitor registration, access procedures, and visitor badges where applicable.
- Receive and direct incoming telephone calls to the appropriate departments or employees.
- Handle general inquiries and provide accurate information or direct queries to the relevant team.
- Coordinate meeting room bookings and visitor appointments.
- Notify employees of visitor arrivals and assist with meeting arrangements.
Administrative Support
- Receive, sort, and distribute incoming mail, courier deliveries, and documents.
- Coordinate outgoing courier and postal requirements.
- Maintain front-desk records, visitor logs, telephone directories, and administrative files.
- Assist with document preparation, scanning, photocopying, printing, and filing.
- Maintain office supplies and coordinate replenishment with the Admin/Procurement team.
- Support meeting, conference, and office event arrangements.
- Assist employees with routine administrative requests.
- Maintain updated contact lists and office-related information.
Office Coordination
- Coordinate with security, housekeeping, maintenance, courier services, and other office service providers.
- Monitor the cleanliness and presentation of the reception and common areas and report issues to the appropriate team.
- Assist with office access cards, parking coordination, and other employee/visitor requirements where applicable.
- Support travel, accommodation, transportation, and other administrative arrangements as assigned.
- Maintain records of office expenses and administrative service requests.
- Assist in coordinating office maintenance and facility-related requirements.
Communication & Compliance
- Handle confidential information professionally and maintain appropriate discretion.
- Ensure front-desk procedures comply with company policies and security requirements.
- Escalate visitor, security, facility, or customer concerns to the appropriate person.
- Maintain a high standard of customer service and professional communication.
- Support emergency and safety procedures as required.
- Perform other administrative duties assigned by management.
Qualifications
- Diploma or Bachelor's degree in Business Administration, Office Administration, Hospitality, or a related field.
- 1–3 years of experience in front desk, reception, office administration, customer service, or a similar role.
- Proficiency in Microsoft Office applications such as Word, Excel, and Outlook.
- Experience with visitor management or office administration systems is an advantage.
Key Skills
- Excellent communication and interpersonal skills
- Professional telephone and email etiquette
- Customer service orientation
- Reception and visitor management
- Office administration
- Time management and organization
- Attention to detail
- Multitasking and prioritization
- Basic Microsoft Office skills
- Problem-solving and coordination
- Professional appearance and positive attitude
- Ability to maintain confidentiality
Key Performance Indicators (KPIs)
- Visitor and front-desk service quality
- Telephone and inquiry response time
- Accuracy of visitor and administrative records
- Timely handling of mail and courier activities
- Office supplies availability
- Administrative request turnaround time
- Reception area standards and organization
- Compliance with visitor and security procedures
- Internal and external stakeholder satisfaction
