Front Office Coordinator (GOA)

Role Mandate

To act as the face of the Vianaar office, delivering a refined, boutique-hotel-like arrival and front office experience for every customer. This role blends high-touch hospitality with structured executive support, ensuring seamless coordination of customer visits while enabling smooth day-to-day administrative functioning of the office. The ideal candidate brings the presence and service finesse of a boutique hotel front office professional, combined with the organization, discipline, and reliability.

Core Responsibilities

1. Front Office Experience

- Own end to end front office experience for customers visiting Vianaar Office - Create a warm, polished, and premium first impression - Greet customers confidently and ensure seamless welcome experience - Maintain a calm, composed, and attentive front-of-house presence - Ensure reception area reflects Vianaar's design-led and premium ethos at all times - Anticipate customer needs during wait time and coordinate proactively

2. Customer Visit Orchestration

- Take complete ownership of customer visits from arrival to departure - Manage meeting room scheduling, readiness, and transitions - Align with Admin, IT and F&B teams to ensure seamless experience delivery - Ensure all touchpoints (seating, F&B, meeting readiness) are pre-planned and executed smoothly - Act as the central SPOC for all visiting customers and high profile leadership visitors

3. Grooming & Personal Presentation

- Maintain personal grooming standards and overall polished appearance is maintained at all times

- Ensure professional attire, positive body language & pleasing welcoming smile is extended to all visitors

- Overall demeanor should reflect confidence, warmth, and attention to detail - Carry oneself with grace, poise and composure providing a lasting first & last impression in all customer interactions

4. Front Office Management & Upkeep

- Maintain high standards of cleanliness, organisation, and presentation at the front office - Ensure meeting rooms and common areas are always guest-ready - Support in management of basic inventory of front office and hospitality supplies - Ensure smooth functioning of reception and customer areas

- Coordinate with Admin, Vendors, Facilities to ensure office upkeep

5. Executive Support

- Provide administrative and coordination support to leadership - Assist with scheduling, follow-ups, and calendar coordination - Support MIS tracking, reporting, and basic data management - Handle documentation and coordination tasks with accuracy and reliability - Bring structure and organisation to day-to-day operational requirements

6. Coordination & Communication

- Act as the central communication point between internal teams - Ensure timely coordination across CRM, Sales, and Operations - Maintain clarity and alignment across all scheduled activities

Ideal Candidate Profile

- 5–8 years of experience in front office, hospitality, or executive coordination roles

- Should be open to work on weekends & in rotational shifts

- Background in boutique hotels, premium hospitality, or luxury environments preferred

- Strong organisational and administrative capabilities (EA-lite experience will be an added advantage)

- Excellent communication skills with a polished, confident presence

- High attention to detail and ability to multitask seamlessly

- Proactive mindset with strong service orientation and customer first approach