Key Responsibilities
1. Front Desk & Reception
Serve as the primary point of contact for visitors, clients, vendors, and candidates, ensuring a welcoming environment.
Manage incoming calls, emails, and physical mail/packages, routing them to the appropriate team members.
Oversee visitor check-in procedures, maintaining workplace security and guest logs.
Keep the reception area, lobby, and main meeting rooms presentable and organized.
2. Facilities & Office Management
Monitor and maintain general office cleanliness, orderliness, and safety across all common areas, breakrooms, and meeting spaces.
Manage relationships with office vendors (janitorial services, security, maintenance, catering, landlord/property management).
Coordinate routine facilities maintenance, repairs, and inspections (HVAC, plumbing, lighting, office furniture).
Track, order, and restock office supplies, kitchen goods, snacks, and ergonomics equipment while keeping within budget.
Handle badge/keycard allocation, access permissions, and basic building security protocols.
3. Administrative & Event Support
Assist with scheduling meeting spaces, coordinating setup/catering for company events, team lunches, and client meetings.
Help onboard new employees by setting up workstations, assigning badges, and giving office tours.
Support department leads with basic administrative tasks, expense reporting, and invoice processing for office vendors.
Experience: 2-4+ years of experience in administrative, front desk, or office management roles, with hands-on facilities support.
Communication: Excellent verbal and written communication skills with a welcoming, professional demeanor.
Organizational Skills: Exceptional multitasker who can prioritize tasks independently and handle unexpected facilities issues calmly.
Tech-Savvy: Proficient in Microsoft Office 365 or Google Workspace, and comfortable learning facilities management software or visitor sign-in tools.
Problem-Solving: Strong initiative and hands-on approach to keeping the workplace running seamlessly.
