The Admin & Frontdesk Executive will be responsible for managing the day-to-day operations of the office front desk, ensuring smooth administrative functions, and supporting the organization's travel-related needs. This position involves direct interaction with internal employees, vendors, and guests, requiring excellent communication and organizational skills.
Key Responsibilities: Admin Desk Operations:
Greet and welcome visitors, ensuring a positive and professional first impression.
Handle incoming phone calls, direct calls to appropriate individuals, and take messages when necessary.
Maintain and manage the office's general email inbox, respond to inquiries, and forward relevant emails to the appropriate departments.
Oversee office supplies inventory, including ordering and stocking office materials.
Assist with the preparation of meeting rooms and coordinating office events.
Maintain accurate and organized filing systems (both physical and electronic).
Assist in coordinating office maintenance and ensuring that the workspace is always clean and well-organized.
Provide administrative support to various departments as needed.
Travel Desk Operations:
Coordinate travel arrangements, including booking flights, trains, hotels, and transport for employees and guests.
Ensure travel policies are adhered to, optimizing costs while meeting employees' travel needs.
Prepare and maintain travel itineraries and documentation for employees.
Act as a point of contact for travel-related queries and issues.
Assist with the preparation of travel expense reports and ensure proper documentation for reimbursement.
Keep up-to-date records of travel bookings, including any changes to schedules.
Ensure travel budgets are followed and negotiate with vendors to secure the best rates.
Skills & Qualifications:
Educational Background:
Bachelor's degree or equivalent in any discipline.
Experience:
1-3 years of experience in administrative support or front desk management.
Experience in managing travel desk operations is a must.
Skills:
Excellent communication and interpersonal skills.
Strong organizational and multitasking abilities.
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).
Basic knowledge of travel booking platforms and expense management systems.
Attention to detail and ability to handle confidential information.
Personal Attributes:
Positive attitude and strong customer service orientation.
Ability to work well under pressure and manage competing priorities.
Flexible and adaptable to changing business needs.
Proactive and self-motivated with a strong sense of ownership.