Front Desk and Facilities Admin

Job Title

Front Desk and Facilities Admin

Job Description Summary

The Front Desk & Facilities Administrator is responsible for delivering a professional workplace experience by managing front desk operations, providing administrative support, and coordinating facilities services. This role serves as the first point of contact for visitors, employees, and vendors while ensuring smooth day-to-day office operations, workplace services, and facilities management activities.

Job Description

Front Desk & Facilities Admin

1. Front Desk Services

• Serve as the first point of contact for visitors, clients, vendors, and employees, ensuring a professional and welcoming experience.
• Greet, assist, and direct visitors to the appropriate contacts, meeting rooms, or work locations.
• Manage incoming calls, screen and route inquiries, and take messages as required.
• Manage visitor registration, badge issuance, and visitor records.
• Deliver an exceptional workplace and guest experience through professional customer service.
• Coordinate meeting room bookings, visitor arrangements, workplace logistics, events, catering, and ad hoc requests.
• Provide travel and transportation assistance for visitors and employees as required.
• Manage incoming and outgoing mail and courier services.
• Maintain reception, meeting rooms, conference facilities, and guest areas to a professional standard.
• Ensure compliance with company policies, security, safety, and visitor management procedures.

2. Administration

• Provide administrative support, including document handling, office coordination, and supply management.
• Support and work with the Facilities Coordinator on KL Hub Procure-to-Pay (P2P) activities, including purchase order creation, SAP transactions, invoice processing, payment tracking, and vendor administration.
• Maintain procurement records and support budget tracking and reporting.
• Manage stationery, office supplies, and workplace consumables.
• Administer employee locker allocation and maintain related records.
• Perform any other duties assigned by the line manager.

3. Facilities Work Order Management

• Coordinate and track facilities work orders to ensure timely completion within agreed Service Level Agreements (SLAs).
• Coordinate facilities-related requests with building management, vendors, and service providers.
• Act as a liaison between employees, clients, building management, and third-party vendors to resolve workplace and facilities-related issues.
• Monitor maintenance requests and communicate status updates to stakeholders.
• Maintain work order records and support contractor performance monitoring.

About you:

• Minimum of 2 years of reception, hospitality, and/or vendor coordination experience
• 2 years of experience in face-to-face interaction with customers preferred
• A pleasant phone voice and excellent verbal and written communication skills a must
• Organization and attention to detail required
• Must be able to work in a fast paced, high volume environment
• Proven computer experience essential including proficiency in Outlook, Word and Excel required
• Ideal candidate must have a positive attitude and be comfortable in providing customer service to a diverse population

Why join Cushman & Wakefield?

As one of the leading global real estate services firms transforming the way people work, shop and live working at Cushman & Wakefield means you will benefit from;

• Being part of a growing global company;
• Career development and a promote from within culture;
• An organisation committed to Diversity and Inclusion
• We're committed to providing work-life balance for our people in an inclusive, rewarding environment.

We achieve this by providing a flexible and agile work environment by focusing on technology and autonomy to help our people achieve their career ambitions. We focus on career progression and foster a promotion from within culture, leveraging global opportunities to ensure we retain our top talent. We encourage continuous learning and development opportunities to develop personal, professional and technical capabilities, and we reward with a comprehensive employee benefits program.

We have a vision of the future, where people simply belong.

That's why we support and celebrate inclusive causes, not just on days of recognition throughout the year, but every day. We embrace diversity across race, colour, religion, gender, national origin, sexual orientation, gender identity or persons with disabilities or protected veteran status. We ensure DEI is part of our DNA as a global community - it means we go way beyond than just talking about it - we live it. If you want to live it too, join us.

INCO: “Cushman & Wakefield”