Front Office Executive cum Admin Coordinator & Travel Desk

About the Role

We are looking for a highly organized, professional, and customer-focused Front Office Executive cum Admin Coordinator & Travel Desk to manage the front office operations while supporting day-to-day administrative activities and employee travel requirements.

The ideal candidate will be the first point of contact for visitors, employees, and external stakeholders. This role requires excellent communication skills, strong coordination abilities, attention to detail, and the ability to manage multiple responsibilities efficiently.

Key Responsibilities

1. Front Office & Reception Management

• Manage the front desk and ensure a professional and welcoming experience for all visitors and employees.
• Greet visitors, candidates, clients, and other stakeholders and direct them to the appropriate person or department.
• Handle incoming calls, emails, and general enquiries professionally.
• Maintain visitor records and ensure adherence to company security and visitor management procedures.
• Coordinate meeting room bookings and ensure meeting rooms are well maintained and ready for use.
• Manage incoming and outgoing couriers, parcels, and official correspondence.
• Maintain the reception and front office area in a professional and presentable manner.
• Support employee and candidate coordination whenever required.

2. Administration Coordination

• Coordinate day-to-day administrative activities across the office.
• Work closely with internal teams and external vendors for various administrative requirements.
• Coordinate with vendors for office supplies, housekeeping, security, maintenance, transport, and other facility-related services.
• Maintain records of office assets, consumables, and administrative inventory.
• Ensure timely availability of office stationery and other required supplies.
• Support invoice collection, vendor documentation, and coordination with the Finance team for payments.
• Track and follow up on administrative requests and ensure timely resolution.
• Assist in organizing internal meetings, employee engagement activities, and company events.
• Support onboarding arrangements for new employees, including workstation and administrative requirements.
• Maintain relevant administrative reports, trackers, and documentation.

3. Travel Desk Management

• Manage end-to-end travel arrangements for employees and business visitors.
• Coordinate domestic and international travel requirements, including:
• Flight bookings
• Hotel reservations
• Airport transfers
• Local transportation
• Other travel-related arrangements
• Coordinate with approved travel agencies and vendors.
• Ensure travel bookings are made in line with company policies and approved budgets.
• Maintain proper travel records, booking confirmations, and expense-related documentation.
• Handle travel changes, cancellations, and emergency travel requirements efficiently.
• Coordinate travel itineraries and share complete travel details with employees.
• Maintain a travel tracker and prepare periodic reports on travel requirements and expenses.
• Ensure smooth coordination between employees, travel vendors, Finance, and Administration teams.

4. Vendor & Facility Coordination

• Act as a point of contact for administrative and facility-related vendors.
• Coordinate with vendors for timely delivery of services.
• Maintain vendor contact details, agreements, and service-related documentation.
• Follow up on maintenance issues and ensure timely resolution.
• Assist in monitoring service quality and escalating concerns when required.
• Support cost optimization initiatives related to administration and travel.

Skills & Competencies

• Excellent verbal and written communication skills.
• Strong interpersonal and customer service skills.
• Professional personality and presentation.
• Strong organizational and multitasking abilities.
• Good coordination and follow-up skills.
• Ability to handle multiple priorities in a fast-paced environment.
• Strong attention to detail.
• Good knowledge of Microsoft Office, especially Excel, Word, and Outlook.
• Experience in travel coordination and vendor management will be an advantage.

Experience Required

1-4 years of relevant experience in:

• Front Office / Reception
• Administration Coordination
• Travel Desk
• Executive Assistance or Office Coordination

Candidates with experience in a corporate environment will be preferred.

Preferred Candidate Profile

We are looking for someone who is:

• Professional and presentable.
• Highly organized and proactive.
• Comfortable interacting with employees, senior management, clients, and visitors.
• Able to manage front office responsibilities along with administrative coordination.
• Experienced in handling travel bookings and vendor coordination.
• Comfortable working independently and managing multiple tasks simultaneously.

Why Join Us?

This role offers an excellent opportunity to gain exposure across Front Office Operations, Administration, Vendor Management, Employee Coordination, and Corporate Travel Management while working in a dynamic and growing organization.

Join us and become an important part of creating a smooth, professional, and welcoming workplace experience for everyone.