Reception Manager Full Time NEW

Job Overview

We are seeking an experienced Reception Manager to oversee the daily functioning and smooth office operations, effective administrative support, and professional reception experience.

The role is responsible for managing office facilities and coordinating all administrative and operational support functions, while leading, supervising, and supporting the office administration team. This includes Office Assistants, Receptionists, the Coffee Shop Supervisor, and Drivers, ensuring consistently high standards of service delivery and performance across all functions.

The Reception Manager plays a key role in driving administrative excellence, maintaining smooth operational workflows, and fostering positive workplace experience for all employees.

This position reports directly to the Group COO.

Primary Activities

• Oversee front office operations to ensure a consistently professional reception function, including personally covering the reception desk. Ensure all visitors are greeted, assisted, and directed appropriately, while managing incoming calls, enquiries, call routing, and message handling.
• Coordinate meeting room bookings, appointments, and schedules, ensuring rooms are appropriately set up, equipped, and maintained to a high standard.
• Plan and deliver corporate events, including venue sourcing, catering arrangements, and end-to-end logistical coordination.
• Organise and supervise the maintenance, cleanliness, and overall orderliness of company premises, liaising closely with building management, facilities teams, vendors, and third-party service providers.
• Maintain accurate office records, including visitor logs, access permits, and office registers, ensuring documentation accuracy and security compliance.
• Ensure full compliance with company and building health, safety, and environmental (HSE) standards, including fire safety regulations, evacuation procedures, and maintenance of safety equipment.
• Coordinate with HR on fire drills and emergency preparedness initiatives.
• Manage business travel arrangements, including flight bookings, accommodation, travel insurance, and provide travel coordination support for other offices and HR as
• required.
• Liaise with suppliers to negotiate corporate rates, raise local purchase orders (LPOs), and coordinate with the finance/accounts team to ensure timely invoice processing and
• payments.
• Coordinate preventive maintenance schedules and repairs for office equipment and facilities to support uninterrupted operations.
• Manage office supplies and company assets, including procurement, inventory management, and timely replenishment of stationery, furniture, uniforms, and other operational materials.
• Manage company residential properties, including supervision of maintenance, lease administration, and coordination with landlords and service providers.

Technical Competencies

• Exceptional customer service and communication skills, with a professional approach to supporting VIP clients and visitors.
• Strong knowledge of health, safety, and fire regulations, ensuring full HSE compliance.
• Commercially astute with proven negotiation skills and effective budget management for procurement activities.
• Demonstrated planning and project management capabilities, particularly in delivering corporate events.
• Proactive leadership skills with the ability to manage and oversee external service providers.
• Well-developed administrative skills, including proficient use of office equipment.
• Advanced computer literacy, with strong proficiency in Microsoft Office applications.

Management and Corporate Competencies

• High level of accuracy and precision, with exceptional attention to detail.
• Strong planning, organisational, and execution skills.
• Effective team leadership and administrative management abilities.
• Ability to perform under pressure, multitask, prioritise workloads, and meet tight deadlines.
• Open to continuous learning, training, and knowledge sharing.
• Flexible and adaptable, with the capacity to work independently and as part of a collaborative team.
• Self-motivated, proactive, and committed to continuous improvement.

• Position Requirements:
• Bachelor’s degree/Diploma in Business Administration/Administrative Management or equivalent.
• Minimum 7 years in Reception and Office Management or Management of Front Desk Customer Service.
• High proficiency in spoken and written English.