Overall Roll
The Receptionist serves as the professional face of our organization and the first ambassador of our client's culture, creating exceptional workplace experiences from the moment guests and visitors arrive. This position plays a pivotal role in delivering polished first impressions that reflect our client's dynamic, professional environment while supporting the Site Lead in executing operational excellence and the broader human experience strategy at the client workplace.
Operating in a boutique professional office environment, the Receptionist provides personalized, high-touch service that meets the elevated standards expected in a sophisticated corporate setting
Duties & Responsibilities
Guest & Visitor Experience
- Provide exceptional first impressions through warm, professional, and polished greetings to all visitors, clients, and employees
- Manage visitor registration, security protocols, and escort procedures while maintaining a welcoming atmosphere
- Coordinate visitor logistics including meeting room assignments and refreshment services
- Handle incoming calls with professionalism and efficiency, routing inquiries appropriately
- Provide appropriate hospitality for VIP visitors and senior executives according to client protocols
- Maintain awareness of company activities and communicate relevant information to visitors professionally
- Exercise discretion and confidentiality when handling sensitive information and high-profile visitors
Workplace Atmosphere & Engagement
- Serve as a professional ambassador of the company's culture, maintaining positive energy and approachability
- Proactively engage with employees, acknowledging personal milestones, work anniversaries, and achievements
- Create moments of positive impact through personalized interactions and professional courtesy
- Act as information hub for upcoming events and workplace activities
- Assist Site Lead in collecting employee feedback on F&B services and workplace satisfaction through informal interactions and formal surveys
Site Operations
- Conduct thorough physical checks of Front-of-House (FOH) spaces to ensure the space is well-maintained, cleaned and ready for the business day
- Utilize workplace technology platforms effectively
- Create and track facilities management tickets for maintenance issues
- Monitor and follow up on service requests until resolution
- Support preventive maintenance programs through timely issue reporting
- Coordinate vendor access and sign-in for service providers including maintenance, cleaning, and delivery personnel
- Monitor pantry inventory levels and report restocking needs to Site Lead
Food & Beverage Service Support
- Support daily breakfast service coordination including monitoring setup, quality checks, and clearing in collaboration with catering partner (8:30am-10:00am)
- Coordinate with barista service to ensure coffee quality standards and timely service delivery throughout the day
- Assist with coffee/beverage service quality monitoring and restocking as needed
- Support pantry team with presentation and quality monitoring of daily fresh fruit service
- Ensure F&B service areas maintain professional presentation standards throughout the day
- Report F&B service issues or quality concerns to Site Lead promptly
Event & Celebration Support
- Assist with event setup and coordination for company gatherings and celebrations
- Support registration and check-in processes for company events
- Coordinate lobby decorations for seasonal celebrations, company events, and special occasions
- Anticipate client needs to create memorable experiences
- Provide outstanding customer service and support memorable events that exceed client expectations
Mail Management
- Receive and process incoming mail and parcels
- Notify recipients of arrivals and manage secure storage
- Arrange courier services and manage outgoing parcels
- Maintain accurate logs of deliveries and shipments
Conference Room & Meeting Support
- Proactively manage meeting room bookings through workplace management systems
- Resolve scheduling conflicts and optimize space utilization
- Perform daily conference room checks and report maintenance issues
- Coordinate with IT and facilities teams to ensure seamless meeting operations
- Support meeting setup including technology, catering arrangements, and materials preparation when required
- Ensure meeting rooms are properly reset and maintained between bookings
Candidate Specification
Experience
- Minimum 2-3 years of reception or customer service experience
- 2+ years experience in Hospitality and/or Tourism sector or related professional area (Preferably experience in airlines and hotel industry)
- Experience in corporate office environment preferred, particularly financial services or professional services sectors
- Experience supporting high-profile management teams (e.g., C-suite executives & VIP visitors) is highly advantageous
- Prior experience managing meeting room services is an advantage
- Familiarity with workplace management systems advantageous
Skills Required
- Excellent verbal and written communication skills
- Exceptional attention to detail and organizational abilities
- Strong multi-tasking capabilities with ability to prioritize effectively
- Proficiency in MS Office Suite
- Customer service orientation with ability to anticipate needs
- Ability to work independently while supporting team objectives
- Professional judgment in handling confidential and sensitive information
- Coordination skills for F&B service delivery and quality monitoring
Personal Attributes
- Professional, courteous, and cooperative demeanor with polished presentation
- Confident, friendly, and engaging personality balanced with appropriate discretion
- Discreet and trustworthy in handling confidential information (essential for financial services environment)
- Adaptable and open to innovative workplace practices
- Strong drive to deliver exceptional service experiences
- Cultural awareness and sensitivity to diverse stakeholders
- Proactive problem-solving mindset
- Resilient and composed under pressure
Additional Requirements
- Ability to maintain composure in busy, fast-paced environment
- Flexibility to support various workplace initiatives and events
- Understanding of health and safety protocols
- Willingness to learn and adopt new technologies and processes
- Provide coverage support during colleague absences to ensure continuous front desk operations
Candidate Specification
Additional Requirements
- Ability to maintain composure in busy, fast-paced environment
- Flexibility to support various workplace initiatives and events
- Understanding of health and safety protocols
- Willingness to learn and adopt new technologies and processes
- Provide coverage support during colleague absences to ensure continuous front desk operations
