What This Job Involves:
The Front Office Executive plays a dual role at the forefront of facilities management and client service, creating exceptional first impressions while supporting comprehensive administrative and facility management operations.
Serving on the Front & Back Lines of Facilities Management & Client Service
As the face of our organization, you'll manage one of the most dynamic positions in our officethe Front Office Executive with facilities support responsibilities. You'll set the standard for professionalism, creating positive first impressions while efficiently supporting the facility management team.
Core Responsibilities:
- Provide a welcoming environment and professional reception services for all visitors and staff
- Support general front office administration and facilities duties as directed by your line manager
- Identify and recommend improvements to administrative processes and procedures
- Build and maintain relationships with internal and external clients, resolving service issues efficiently
- Coach team members to facilitate effective knowledge transfer
- Coordinate plans/manuals delivery and maintain the plans database
- Monitor incoming plans and coordinate project documentation archiving
- Manage the Service requests daily, notifying appropriate personnel as needed
- Execute all responsibilities in accordance with internal procedures, contractual requirements, and budget constraints
Being at the Heart of the Business
- Maintain and update records and databases with meticulous attention to detail
- Assist coordinators and managers with implementing administrative processes
- Serve as coordinator for daily operation, monitoring progress and updating reports in shared folders
- Process documentation and information according to business requirements and deadlines
- Manage telephone registers, call tracking, and client contact information
- Contribute to monthly management reports for clients
- Manage conference rooms, events, and coordinate facility-related services
- Communicate and coordinate with Landlord as per site-specific requirements.
