Front Office Executive / Service Coordinator

• a. Opening and closing up of the centre
• b. Reception Service – Provided to meet the business needs of clients, courteously and timely. Includes:
  • Meet and greet clients as they enter and leave the building
  • Notify clients of visitor arrival
  • Issue permanent and temporary visitor access passes
  • CCTV management
  • Security equipment operation
  • Key issue and control
• c. Conference and Meeting Rooms:
  • Manage booking and enter into Centre charge
  • Manage room set-up and provision of materials
  • Manage audio-visual equipment requests
  • Manage catering and refreshment requests
• d. Help Desk:
  • Receive, coordinate and monitor service requests
  • Provide real-time updates on requests
  • Record outcomes and response times
• e. Switchboard Service:
  • Operate switchboard for incoming calls
  • Assist resident staff with general phone enquiries
• f. Postal Services:
  • Receive, sort and distribute incoming mail
  • Process and post outgoing mail before 4:30 PM
  • Record all post into Centre charge
• g. Courier Services:
  • Arrange courier collections for urgent mail
  • Record courier items into Centre charge
  • Receive incoming courier deliveries
  • Record fax services for billing
• h. Taxi Booking Service:
  • Manage bookings for taxis/minicabs for clients and visitors
• i. General Housekeeping:
  • Bi-hourly floor checks for cleanliness
  • Ensure kitchens and toilets are clean and stocked
• j. Client Services:
  • Client move-in/move-out coordination
  • Maintain client files
  • Client retention and relationship building
  • Respond to client enquiries
  • Secretarial/admin duties as needed
  • Maintain showrooms and standard room setups
• k. General Admin:
  • Document filing, typing, collecting invoices/POs
  • Prepare and update welcome books
• l. Stock Control and Maintenance:
  • Manage coffee and water supplies
  • Conduct furniture audits
• m. Marketing/Sales Support:
  • Assist with sales inquiries and relay info to sales team
  • Support client viewings with reception presentation
  • Help with sales packs for BDMs/SDs
  • Attend team meetings (daily/fortnightly/monthly)

Health & Safety

• Adhere to company Health & Safety policies
• Follow responsibilities per policy
• Ensure safety of self, clients, and visitors

General Responsibilities

• Comply with company policies and procedures
• Read and follow posted instructions and memos
• Act professionally to reflect company standards