Workplace Coordinator / Receptionist

Job Purpose

The Workplace Coordinator/Receptionist is the central point of contact for the office, ensuring smooth day-to-day operations, excellent front-desk service, and efficient facilities coordination. This role blends administrative excellence with workplace support, vendor coordination, and client-facing responsibilities to maintain a productive, organized, and welcoming environment

Key Tasks

• Front Desk & Guest Management:
• Ensure reception coverage during business hours, providing a professional and welcoming experience for clients, visitors, and colleagues.
• Manage visitor check-in, guest coordination, and meeting room setup (internal and external).
• Serve as site admin for Zoom Workspace for room bookings and Freespace (ZWR) for desk booking.
• Office & Facilities Coordination:
• Schedule and track preventive maintenance (PPM) for soft and hard services.
• Report maintenance or civil works needs to the building team and follow up to completion.
• Oversee daily floor checks and respond to client needs promptly.
• Maintain storerooms using the 6S method — organized, clean, and well-documented.
• Monitor and replenish pantry, stationery, hygiene, and MEP consumables by coordinating with vendors and tracking stock levels.
• Oversee office cleanliness, ensuring custodial staff thoroughly clean all areas and regularly sanitize high-touch surfaces in line with health and safety standards.
• Procurement & Vendor Support:
• Manage procurement of office supplies and FM-related materials via the FM procurement portal.
• Obtain quotes, send inquiries, place orders, and track deliveries for consumables.
• Prepare work and purchase orders, assist with invoice processing and documentation, and follow up on submissions to ensure timely payment.
• Coordinate with registered vendors and in-house teams for service delivery.
• Administration & Reporting:
• Create, maintain, and update trackers, reports, and filing systems (digital and physical).
• Store and organize FM documents (service reports, delivery notes, AMC, etc.) in Microsoft Teams.
• Support the P&A team and assist with onboarding (e.g., access card coordination).
• Communication & IT Support:
• Manage incoming calls, emails, and correspondence professionally and promptly.
• Handle incoming and outgoing mail and couriers efficiently.
• Provide basic IT support: Wi-Fi access, printer setup, and AV assistance for meetings.
• Compliance & Safety:
• Follow all Health, Safety & Environment (HSE) protocols.
• Report incidents to the HSE portal and assist with documentation.
• Maintain confidentiality of personal and company information in line with internal policies.
• Events & Projects:
• Support planning and execution of office events and ad-hoc projects.
• Contribute ideas to improve administrative and facilities processes (e.g., tracker systems, workflow efficiency).
• General:
• Perform other duties as assigned.
  
  

Education & Experience

• Diploma or Associate Degree in Business Administration, Facilities Management, or a related field (preferred).
• 02+ years of experience in an administrative, receptionist, or workplace support role.
• Prior experience in a facilities or FM-supported environment is highly desirable.
• Familiarity with procurement processes, vendor coordination, and office operations.
  
  

Key Skills & Competencies

• Strong organizational and time management skills
• Excellent communication and client-facing presence
• Proficiency in Microsoft Office, Teams, and digital tracking systems
• Proactive, detail-oriented, and solution-driven
• Ability to multitask in a fast-paced environment
• Discreet and professional with confidential information
• Oversee the cleanliness of the office and ensure custodial staff thoroughly clean all areas, including every nook and cranny. High-touch surfaces (such as door handles, light switches, and shared equipment) should be sanitized regularly.