Workplace Coordinator​/Receptionist

Job Purpose

The Workplace Coordinator/Receptionist 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, organised, and welcoming environment.

• 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).
  • Serve as site admin for Zoom Workspace for room bookings and Freespace (ZWR) for desk booking.
• Office & Facilities Coordination:
  • Schedule and track preventive maintenance (PPM) for soft and hard services.
  • Report maintenance or civil works needs to the building team and follow up to completion.
  • Oversee daily floor checks and respond to client needs promptly.
  • Maintain storerooms using the 6S method – organised, 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.
• 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 organise 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.

• Diploma or Associate Degree in Business Administration, Facilities Management, or a related field (preferred).
• 02+ years of experience in an administrative, receptionist, or workplace support role.
• Prior experience in a facilities or FM-supported environment is highly desirable.
• Familiarity with procurement processes, vendor coordination, and office operations.

• Strong organisational and time management skills
• Excellent communication and client‑facing presence
• Proficiency in Microsoft Office, Teams, and digital tracking systems
• 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.