Reception Manager

Job Overview

Reception Manager

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.