Job Description
Position Overview
We are seeking a professional and proactive Receptionist cum Facilities Coordinator to serve as the first point of contact for our organization while ensuring smooth facility operations. This dual-role position combines front desk responsibilities with facilities coordination, requiring excellent interpersonal skills, attention to detail, and the ability to manage multiple priorities effectively.
Key Responsibilities
Reception Duties
Serve as the primary point of contact for visitors, clients, and employees, providing a warm and professional welcome. Manage the reception area maintaining a clean, organized, and professional environment at all times. Answer and direct incoming calls, emails, and correspondence promptly and courteously. Greet and register visitors, issue visitor badges, and notify appropriate personnel of arrivals. Handle incoming and outgoing mail, packages, and courier services. Maintain visitor logs and ensure security protocols are followed. Schedule and coordinate meeting room bookings, ensuring rooms are properly set up with required equipment and refreshments.
Facilities Coordination
Coordinate routine maintenance and repairs with vendors and service providers, tracking work orders through completion. Conduct regular inspections of office spaces, identifying and reporting maintenance needs or safety concerns. Manage office supplies inventory, placing orders as needed and maintaining adequate stock levels. Coordinate with cleaning services to ensure workspace cleanliness standards are maintained. Oversee vendor relationships including janitorial, security, catering, and maintenance contractors. Arrange and coordinate workspace setup for new employees including furniture, equipment, and supplies. Support health and safety compliance by maintaining emergency equipment, first aid supplies, and evacuation procedures. Manage access control systems, key distribution, and security badge administration.
Administrative Support
Maintain accurate records and documentation for facility operations, vendor contracts, and service agreements. Process invoices and purchase orders related to facilities and office operations. Assist with planning and coordination of company events, meetings, and conferences. Provide general administrative support to various departments as needed. Prepare reports on facilities usage, maintenance activities, and budget expenditures.
Required Qualifications
High school diploma or equivalent required; associate degree or relevant certification preferred. Minimum 2-3 years of experience in reception, administrative support, or facilities coordination. Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and general office equipment. Strong verbal and written communication skills with professional phone etiquette. Excellent organizational and time management abilities with strong attention to detail. Ability to multitask effectively in a fast-paced environment while maintaining composure. Customer service-oriented mindset with a positive, can-do attitude. Basic understanding of building systems, maintenance requirements, and health and safety regulations. Problem-solving skills with ability to respond quickly to urgent situations.
Preferred Qualifications
Experience working in corporate office environments or commercial real estate settings. Familiarity with facility management software and visitor management systems. Knowledge of workplace health and safety standards and compliance requirements. Basic troubleshooting skills for common office equipment and technology. Previous vendor management or contract coordination experience.
