Receptionist/ Front Desk Officer

Job Summary
We are seeking a highly organized and proactive Front Desk Coordinator to manage daily administrative and facility-related operations. The ideal candidate will ensure a welcoming environment for visitors, maintain office cleanliness and supplies, and oversee various support services. This role requires excellent communication skills, attention to detail, and the ability to coordinate multiple tasks efficiently while supervising a small team.

Key Responsibilities
- Maintain a clean, organized front desk area stocked with all necessary materials to support smooth operations.
- Greet and welcome visitors courteously, providing a positive first impression of the organization.
- Handle incoming telephone calls professionally, routing them to the appropriate departments or personnel.
- Manage all mail processes, including receiving, sorting, distributing incoming mail, and preparing outgoing correspondence.
- Coordinate work orders and ensure timely follow-ups to resolve facility-related issues.
- Oversee arrangements for lunch and fruit vendors, ensuring services meet organizational standards.
- Conduct regular office inspections and maintain cleaning checklists to uphold hygiene and orderliness.
- Monitor and manage inventory levels of office supplies and spare parts, placing orders as needed to avoid shortages.
- Take responsibility for daycare facility-related tasks, including coordinating cleaning schedules.
- Address and manage concerns related to female, disabled, and executive restrooms to maintain cleanliness and accessibility.
- Supervise laundry services for designated areas, ensuring timely and quality service.
- Track and manage medicine inventory and first aid boxes to ensure availability and compliance with safety standards.
- Organize meeting room bookings and maintain upkeep to facilitate smooth meetings and events.
- Assist with managing crockery inventory in the cafeteria to support food service operations.
- Maintain trackers for employee medical claims, supporting HR and administrative functions.
- Provide support for additional tasks as assigned by management to ensure overall office efficiency.

Supervisory Duties
- Coordinate and assign daily tasks to the soft services team, ensuring clarity and accountability.
- Ensure timely and adequate refreshment services are provided by support staff during meetings and events.
- Monitor task completion closely and maintain effective team coordination to meet service standards.

Required Qualifications
- Strong verbal and written communication skills to interact effectively with visitors, staff, and vendors.
- Basic understanding of administrative and financial procedures to support office operations.
- Familiarity with office machines and supplies, including printers, copiers, and mail handling equipment.
- Proficiency in Microsoft Office applications, particularly Excel, Word, and Outlook, for documentation and communication.
- A customer service mindset paired with a professional attitude to represent the organization positively.

Preferred Qualifications and Benefits
While not explicitly mentioned, candidates with prior experience in office administration, facility management, or supervisory roles will be preferred. The role offers an opportunity to work in a dynamic environment with a diverse range of responsibilities, contributing to the smooth functioning of the organization.

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This position demands a detail-oriented individual who can multitask and manage both administrative and facility-related duties efficiently. If you are a motivated professional with a commitment to maintaining high standards of service and organization, we encourage you to apply.