Front Office Assistant

Private Advertiser; Malacca City; On-site; MYR 28,000 - 39,000; Full time

Job summary

Private Advertiser is seeking a friendly front desk associate to ensure smooth guest arrivals and departures, supporting a relaxed stay for every visitor.

You will warmly welcome guests, handle check-in/check-out, and assist with inquiries via in-person, phone, or email, coordinating with the right departments for follow-through.

In this role you’ll manage reservations, update room status, process payments, and maintain guest records while collaborating with housekeeping for timely room readiness.

Qualifications

• Minimum SPM or Diploma or equivalent.
• Hospitality-related certificate is an advantage.
• Fresh graduates or applicants with up to 1 year of customer service experience are welcome.

Responsibilities

• Welcome guests and conduct efficient check-in and check-out procedures while explaining hotel facilities.
• Handle guest enquiries and requests in person, by phone, and by email with proper follow-through.
• Manage guest complaints calmly and escalate unresolved issues with clear notes.
• Operate reservation and property management systems to confirm bookings and update room status.
• Process payments, issue invoices, and perform daily cash reconciliation with accuracy.
• Maintain guest records, prepare simple reports, and support basic office filing.

Skills

Customer service

English

Bahasa Malaysia

Education

SPM / Diploma

Hospitality certificate

Tools

PMS software

Reservation systems

Job description

This role is the backbone of guest arrival and departure. You will help maintain smooth check-ins, support guest requests, and keep our front desk running so the rest of the team can deliver a relaxed stay for every visitor.

Key responsibilities

Welcome guests warmly and conduct efficient check-in and check-out procedures while explaining hotel facilities.

Handle guest enquiries and requests in person, by phone, and by email, ensuring follow-through with the right department.

Manage guest complaints calmly and elevate unresolved issues to the supervisor with clear notes.

Operate reservation and property management systems to confirm bookings and update room status.

Process payments, issue invoices, and perform daily cash reconciliation with accuracy.

Maintain guest records, prepare simple reports, and support basic office filing and documentation.

Coordinate wake-up calls and local information for guests.

Prepare shift handover notes and brief incoming staff on pending tasks and arrivals.

Work closely with housekeeping to ensure timely room readiness and notify maintenance for repairs.

Monitor lobby presentation and supplies to keep the reception area tidy and stocked.

Requirements:

Minimum SPM / Diploma or equivalent; hospitality-related certificate is an advantage.

Fresh graduates or applicants with up to 1 year of customer service experience are welcome.

Previous exposure to hotels, guesthouses, or customer-facing roles is preferred but not required.

Basic use of property management or reservation systems, or willingness to learn common platforms quickly.

Familiarity with cash handling, issuing receipts, and simple reconciliation procedures.

Competent with MS Office, email communication, and simple reporting tasks.

Ability to follow SOPs for check-in, check-out, and shift handovers.

Friendly and professional phone manner with clear spoken English and Bahasa Malaysia.

Organised, punctual, and comfortable managing multiple short tasks during busy periods.

Calm under pressure, patient with guests, and able to prioritise service needs effectively.