Key Responsibilities:
- Reception & First Impressions
- Greeting visitors, tenants, and clients professionally
- Managing visitor sign-in processes and security protocols
- Creating a welcoming environment as the face of the property
- Administrative Support
- Answering and directing phone calls
- Managing mail and package deliveries
- Scheduling meeting rooms and facilities
- Maintaining reception area appearance and organization
- Tenant Services
- Processing maintenance requests
- Responding to tenant inquiries and concerns
- Facilitating communication between tenants and property management
- Providing information about building services and amenities
- Security Coordination
- Monitoring visitor access and credentials
- Enforcing building security protocols
- Coordinating with security personnel
- Managing emergency procedures when necessary
- Communication Hub
- Relaying messages to appropriate staff members
- Distributing tenant communications and building notices
- Serving as the central information point for the property
- Others
- Being familiar with building lost and found procedures
- Managing and participating in events, overlooking general maintenance and guest handling.
- Helping in activities like filing, checking and maintaining inventory records, MMR, DMR, trackers, dashboard etc
For Managed Office:
Facility Management: Oversee daily operations of managed office spaces including reception areas, meeting rooms, co-working spaces, and private offices. Coordinate with maintenance teams for repairs, cleaning, and facility upkeep. Monitor building systems including HVAC, lighting, security systems, and emergency equipment. Ensure compliance with health, safety, and fire regulations.
Client Relations and Services: Serve as primary point of contact for tenants and members. Handle inquiries, complaints, and service requests promptly. Conduct office tours for prospective clients and assist with onboarding new members. Manage booking systems for meeting rooms, event spaces, and shared facilities. Coordinate special events, networking sessions, and community activities.
Administrative Operations: Maintain occupancy records, lease agreements, and member databases. Prepare regular reports on space utilization, revenue, and operational metrics. Coordinate with vendors for services including catering, IT support, security, and cleaning. Manage inventory of office supplies, equipment, and amenities. Process invoicing and coordinate with accounting teams.
Team Leadership: Supervise , cleaning personnel, and part-time associates. Schedule staff rotations and manage daily task assignments. Conduct regular team meetings and performance evaluations. Ensure consistent service standards across all shifts.
Technology and Systems: Manage access control systems, key cards, and security protocols. Oversee IT infrastructure including Wi-Fi networks, printers, and shared equipment. Coordinate with IT support for technical issues and system upgrades. Maintain digital booking platforms and member management systems.
