Receptionist & Operations Specialist Full Time NEW

The Receptionist & Operations Specialist is responsible for delivering a professional and welcoming front-desk experience at the Head Office, while supporting the smooth day-to-day operations across all offices where applicable.

This role combines front desk management, administrative coordination, and facilities oversight, to ensure a well-organized, efficient, and hospitable workplace environment throughout the organization.

Reception & Front Office (Head Office)

• Serve as the first point of contact, welcoming visitors and clients in a professional and considerate manner.
• Manage visitor coordination, including hosting, guiding, and ensuring a seamless front desk experience.
• Handle incoming calls, emails, and inquiries, ensuring proper routing and follow up.
• Maintain a clean, organized, and presentable reception area at all times.
• Coordinate meeting room bookings and ensure rooms are prepared and fully equipped for meetings.
• Conduct routine checks across office spaces to ensure meeting rooms and workstations are functional and properly set up.
• Supervise cleaning staff and ensure office cleanliness and hygiene standards are consistently maintained
• Handle mail, deliveries, and courier services.
• Ensure adherence to security protocols and visitor management procedures.

Operations & Administrative Support (All Offices)

• Coordinate and follow up on employee parking arrangements for the new joiners, existing employees, and leavers.
• Monitor and verify, on weekly basis, CMO employee attendance records.
• Review and track phone bills, ensuring accuracy and escalating discrepancies when needed.
• Maintain and update records of phone numbers and extensions in coordination with the IT team.
• Maintain tracking records for car insurance policies and support timely renewal follow up.
• Track boutique insurance policies and proactively alert relevant stakeholders ahead of expiration dates.
• Monitor cafeteria consumables and ensure adequate stock levels are maintained all times.
• Maintain and update inventory records for cafeteria supplies.
• Handle employee access cards in coordination with the HR department, including issuance, updates, and deactivating as required.
• Support the coordination of office-related administrative tasks across locations, ensuring proper follow up and execution.
• Maintain organized records and documentation related to administrative and operational activities.

Perform other job-related duties.