Front Office Executive

Summary

We are looking for a proactive and organized Front Office & Administration Executive to manage day-to-day office operations, ensure smooth facility management, and provide administrative support. The ideal candidate will handle vendor coordination, office supplies, visitor management, and employee services efficiently.

Your responsibilities

• Manage front desk operations and act as the first point of contact for visitors.
• Issue visitor passes (candidates, interns, vendors).
• Provide office access (face recognition system).
• Process employee ID cards.
• Maintain daily staff count (ESL system) for food arrangements.
• Maintain stock of office stationery and supplies.
• Handle stock issuance and track consumption.
• Procure office stationery and housekeeping materials.
• Prepare reports on consumption (food, beverages, and other supplies).
• Manage food arrangements including lunch, dinner, and beverages.
• Coordinate fruit and pantry supplies.
• Ensure hygiene and cleanliness standards are maintained.
• Manage incoming and outgoing couriers.
• Prepare Air Way Bills (AWB) and shipment documentation.
• Verify courier invoices (Blue Dart, DTDC).
• Create Purchase Orders (PO) for vendors and submit to finance.
• Raise purchase requisitions in Ivalua.
• Record PO receipts in Maximo & Ivalua.
• Verify and process vendor invoices.
• Allocate tasks to housekeeping staff.
• Supervise daily cleaning and maintenance activities.
• Conduct regular inspections for office cleanliness.
• Coordinate with building maintenance teams.
• Arrange staff/relievers for housekeeping and drivers.
• Oversee weekend maintenance activities.
• Procure materials required for facility upkeep.
• Arrange hotel bookings for employees.
• Coordinate cab services.
• Manage air ticket bookings.
• Handle overseas travel insurance arrangements.
• Support in organizing cultural events and activities.
• Act as a backup secretary for the management team.

Your profile

• Bachelor's degree in any field,
• 2-5 years of experience in front office management and administration.
• Strong verbal and written English skills.
• MS Office (Excel, Outlook, PowerPoint), Experience with ERP tools like Ivalua/Maximo is a plus.
• Proactive problem-solving mindset.
• Strong organizational skills.
• Ability to multitask and work independently.
• Team player with good coordination skills.
• ttention to detail and accuracy in documentation.
• Strong vendor management skills.
• Ability to handle confidential information.
• Good time management and prioritization skills.

Our offer

• A permanent training track which allows you to develop yourself personally and professionally.
• A stimulating, innovative workplace with numerous growth opportunities.
• A people-oriented environment with an interactive health program and a focus on employee wellbeing.