About The Position
The Workplace Champion/Front Office is the central point of contact for the office, ensuring smooth day-to-day operations, excellent front-desk service, and efficient facilities coordination. This role blends administrative excellence with workplace support, vendor coordination, and client-facing responsibilities to maintain a productive, organized, and welcoming environment.
Key Deliverables
- Front Desk & Guest Management
- Ensure reception coverage during business hours, providing a professional and welcoming experience for clients, visitors, and colleagues.
- Manage visitor check-in, guest coordination, and meeting room setup (internal and external).
- Ensure the Front Office experience consistently meets the required standards.
- Office & Facilities Coordination
- Oversee daily floor checks and respond to client needs promptly.
- Maintain storerooms using the 6S method — organized, clean, and well-documented.
- Monitor and replenish pantry, stationery, hygiene, and MEP consumables by coordinating with vendors and tracking stock levels.
- Oversee office cleanliness, ensuring custodial staff thoroughly clean all areas and regularly sanitize high-touch surfaces in line with health and safety standards.
- Assist the Facilities Manager and team with daily operations, ensuring efficiency and smooth workflow.
- Procurement & Vendor Support
- Manage procurement of office supplies and FM-related materials via the FM procurement portal.
- Obtain quotes, send inquiries, place orders, and track deliveries for consumables.
- Prepare work and purchase orders, assist with invoice processing and documentation, and follow up on submissions to ensure timely payment.
- Coordinate with registered vendors and in-house teams for service delivery.
- Administration & Reporting
- Create, maintain, and update trackers, reports, and filing systems (digital and physical).
- Store and organize FM documents (service reports, delivery notes, AMC, etc.) in Microsoft Teams.
- Support the P&A team and assist with onboarding (e.g., access card coordination).
- Communication & IT Support
- Manage incoming calls, emails, and correspondence professionally and promptly.
- Handle incoming and outgoing mail and couriers efficiently.
- Provide basic IT support: Wi-Fi access, printer setup, and AV assistance for meetings.
- Compliance & Safety
- Follow all Health, Safety & Environment (HSE) protocols.
- Report incidents to the HSE portal and assist with documentation
- Maintain confidentiality of personal and company information in line with internal policies.
- Events & Projects
- Support planning and execution of office events and ad-hoc projects.
- Contribute ideas to improve administrative and facilities processes (e.g., tracker systems, workflow efficiency).
- General
- Perform other duties as assigned.
Experience / Education
- Diploma or Associate Degree in Business Administration, Facilities Management, or a related field (preferred).
- Minimum 02 years of experience in an administrative, receptionist, or workplace support role.
- Familiarity with procurement processes, vendor coordination, and office operations.
- Experience within the Facilities Management field is preferable.
Skills Required
- Advanced Computer literacy (Procurement system, MS Office – Excel Advanced, Word, PowerPoint) and digital tracking systems
- Business writing / report writing skills
- Administration skills
- Strong People Management skills and experience
- Strong organizational and time management skills
- Excellent communication and client-facing presence
- Proactive, detail-oriented, and solution-driven
- Ability to multitask in a fast-paced environment
- Discreet and professional with confidential information
- Oversee the cleanliness of the office and ensure custodial staff thoroughly clean all areas, including every nook and cranny. High-touch surfaces (such as door handles, light switches, and shared equipment) should be sanitized regularly.
- Prior experience in a facilities or FM-supported environment is highly desirable.
Working environment / Special factors
- The incumbent will be based on a client site in an office environment.
- Normal working hours will apply as per client requirement.
