Receptionist

The Front Desk Assistant position is a fully on-site role responsible for welcoming visitors, managing calls and correspondence, and ensuring the smooth operation of reception and office support activities. The role requires strong communication and organizational skills, fluency in English, professionalism, and a willingness to learn. Prior experience is not required.

Reception & Front Desk Duties

• Welcome and greet visitors in a professional manner.
• Manage visitor registration, issue access cards, and maintain the visitor logbook.
• Answer and redirect phone calls and emails; ensure reception email and Facilities email are monitored throughout the day.
• Keep the front desk and reception area neat, orderly, and sanitized at all times.
• Prepare meeting rooms for internal and external meetings (refreshments, supplies, setup).
• Support protocol arrangements for business visits (lunches, catering, logistics).
• Ensure the reception desk is always attended during working hours.

Facility & Administrative Support

• Process and manage requests through the internal ticketing system (JIRA).
• Maintain internal trackers for invoices, travel requests, employee terminations, and access cards.
• Register incoming invoices, print, and forward them to Finance department.
• Manage office supplies orders and deliveries, couriers, Bookster logistics (weekly pick-up/drop-off), and other service providers.
• Provide onboarding and offboarding support (H&S documents, welcome kits, access card activation/deactivation).
• Handle employee recognition initiatives (Employee of the Month, Thank You Awards, Customer Focus, Years of Service gifts) and distribute them on a signature basis.
• Support the Facility Manager with building systems, contractors, and security coordination (access rights, cards, CCTV, etc.).

Travel & Events Coordination

• Arrange domestic and international travel schedules, including hotel bookings and transportation. (inbound and outbound)
• Record all travel requests in the company tracker.
• Support the organization of teambuilding events and internal company activities.