Manage front desk operations, visitor management, office access, and facility upkeep. Handle procurement, vendor invoices, PO/requisition workflows in Ivalua/Maximo, stock and food arrangements, housekeeping supervision, courier/shipment documentation, travel and accommodation coordination, and provide administrative support to management.
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.
- 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.
- 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.
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