Front Office Administration - Internship

Position Overview

The Front Office Administrative Intern supports the smooth and efficient operation of the office by handling day-to-day administrative responsibilities, assisting employees, coordinating facility and vendor services, and maintaining a professional front-office environment. This role requires strong organizational skills, excellent communication abilities, and a proactive approach to multitasking and problem-solving.

Key Responsibilities

1. Office Administration

• Oversee daily office operations and ensure a clean, well-organized workspace.
• Manage office supplies, maintain inventory, and initiate reorders as required.
• Coordinate with vendors, service providers, and maintenance teams.
• Handle incoming and outgoing correspondence (email, courier, mail).
• Maintain updated office records, documentation, and filing systems.

2. Reception & Front Office Management

• Greet and welcome visitors, clients, and guests professionally.
• Answer, screen, and direct phone calls; manage general reception inquiries.
• Organize and prepare meeting rooms, ensuring cleanliness and required equipment.
• Coordinate visitor passes, parking arrangements, and hospitality support.

3. Administrative Support

• Assist managers and staff with administrative tasks (printing, scanning, data entry).
• Prepare letters, memos, reports, and internal communication.
• Support travel arrangements, hotel bookings, and logistics coordination.
• Assist with scheduling meetings, calendar management, and appointments.
• Process employee reimbursements and maintain related documentation.

4. Facility & Maintenance Coordination

• Ensure all office equipment (printers, AC units, telephones) is operational.
• Coordinate repairs, maintenance work, and regular inspections.
• Oversee housekeeping and cleanliness standards throughout the office.
• Support HSE-related activities including fire-safety checks and incident reporting.
• Monitor and supervise Office Boy tasks and performance.

5. HR & Employee Support (Optional / As Assigned)

• Assist HR with onboarding preparations (workspace setup, access cards, welcome kits).
• Support maintenance of attendance sheets, leave trackers, and staff schedules.
• Assist in organizing internal events, engagement activities, and training sessions.

6. Documentation & Record Management

• Maintain accurate and organized physical and digital filing systems.
• Track company assets, office equipment, and issuance logs.
• Prepare purchase requests, petty cash documents, and invoices for approval.

Required Qualifications

• Diploma in Business Administration, Office Management, or related field.
• Prior internship or experience in administration, reception, or office coordination.
• Strong verbal and written communication skills.
• Proficiency in MS Office (Word, Excel, PowerPoint).
• Excellent organizational, multitasking, and time-management abilities.
• Professional appearance and customer-service orientation.

Preferred Skills

• Ability to handle confidential information with discretion.
• Strong problem-solving skills and a proactive work approach.
• Ability to remain calm and efficient in a fast-paced environment.

Core Competencies

• Time Management
• Communication Skills
• Attention to Detail
• Professionalism & Etiquette
• Teamwork & Collaboration
• Initiative & Flexibility