Front Desk Associate

Jones Lang LaSalle Property Consultants Pte Ltd; Singapore; On-site; SGD 20,000 - 60,000; Full time

Job summary

A leading facility management company is seeking a Front Desk Associate in Singapore to create exceptional experiences for employees and visitors. The role involves handling reception duties, guest services, and administrative tasks. The ideal candidate will have a background in customer service, strong communication skills, and a proactive attitude to support a welcoming workplace environment.

Qualifications

• Experience in customer service and hospitality.
• Strong interpersonal and communication skills.
• Ability to multitask and manage time effectively.

Responsibilities

• Provide best-in-class services to clients, employees, and visitors.
• Handle incoming calls and manage visitor registration.
• Coordinate daily office operations and support the hospitality lead.

Skills

Customer service skills

Communication Skills

Organizational skills

Job description

Front Desk Associate

Work Dynamics - Integrated Facilities Management

The Front Desk Associate reports directly to the Hospitality Lead and serves as a frontline representative responsible for creating exceptional workplace experiences for employees and visitors. This role combines reception duties, hospitality services, and administrative support to maintain a welcoming, professional, and efficient workplace environment that aligns with the client's brand and culture.

KEY RESPONSIBILITIES

Guest Experience & Reception Services

• Provide "Best in class" services to all clients, employees, and visitors

• Handle phone calls, emails, and walk-in requests professionally and efficiently

• Greet visitors professionally, determining the nature and purpose of visit

• Create a welcoming environment for all guests and customers

• Host VVIPs and guests, ensuring the highest level of hospitality

• Maintain security by following procedures; monitoring visitor registration; issuing visitor passes & access badges

• Provide exceptional customer service, addressing inquiries and resolving issues promptly

• Foster a sense of community and workplace happiness

• Anticipate client needs to create memorable experiences

Communication Management

• Answer incoming calls promptly and professionally, routing them to correct departments

• Provide clear and concise information to callers about services, office hours, and directions

• Manage end-to-end communications for requests and feedback

• Send timely reminders regarding upcoming appointments or changes

Visitor Management

• Provide seamless visitor registration services, ensuring compliance with Visitor Management Systems

• Execute emergency response plans when necessary

• Direct and escort visitors and guests when needed

Mail Management

• Receive, process, and distribute incoming and outgoing mail and parcels

• Notify recipients of arrivals and manage secure storage

• Arrange courier services and manage outgoing parcels

Site Operations

• Conduct thorough physical checks of Front-of-House spaces to ensure readiness for the business day

• Ensure desks and meeting rooms are clean, organized, and well-maintained

• Oversee reservation system for desks, meeting rooms, and shared spaces

• Coordinate meeting room bookings, ensuring availability and proper setup

• Perform periodic checks to ensure proper booking and check-in procedures

• Liaise with various departments (IT, pantry, cleaning staff) to ensure smooth operations

• Maintain inventory of workplace tools and supplies

• Coordinate F&B for meetings and conferences

Office Supplies and Equipment Management

• Conduct daily checks and maintain inventory of office supplies, including stationery and paper

• Manage office equipment such as printers, copiers, and scanners

• Keep utilities area well-stocked and organized

• Monitor and manage shredder bins

• Report equipment and amenities with defects using the helpdesk system

Administrative Support

• Assist the Hospitality Lead with day-to-day administrative tasks

• Coordinate team operations to ensure efficiency and effectiveness

• Prepare reports and track budgets for the hospitality team

• Manage communication channels within the team and with other departments

• Perform office duties such as filing, scanning, and data entry with high accuracy

• Assist in the preparation of reports, correspondence, and presentations

• Maintain up-to-date records, including client contact information and internal directories

Event Management

• Execute setups for functions and events as instructed

• Support internal stakeholders during events

• Assist with guest registration, wayfinding, and other guest-related tasks

• Manage event registration and check-in processes

• Provide outstanding customer service and organize memorable events

• Coordinate catering and supplies for meetings and events

Vendor Management

• Oversee day-to-day coordination with vendors

• Ensure vendor services align with expectations and established standards

• Collaborate with external vendors and contractors to support administrative needs

Health & Safety Responsibilities

• Adhere to Contractor HSE systems and procedures

• Follow all Emergency Response plans on site

• Follow procedures for identifying, assessing, and controlling hazards and risks

• Ensure hand sanitizers are accessible throughout the workplace