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.
