Front Desk/ Administrative Executive

Job Description

Company OverviewNikkiso Clean Energy & Industrial Gases is a leading provider of cryogenic pumps, fueling stations, heat exchangers, process systems, turboexpanders, services, and solutions for the liquefied natural gas (LNG), liquefied hydrogen (LH2), and industrial gases industries. We are a subsidiary of Nikkiso Company Ltd, a leading industrial manufacturer headquartered in Tokyo, Japan, with $1.5 B USD in annual revenue, 8000 employees worldwide, and publicly traded on the Tokyo Stock Exchange.The Admin Assistant/Front Desk Executive plays a crucial role in ensuring the smooth functioning of operations across multiple locations including the Reception, Factory Office, Guesthouse, and City Office. This includes overseeing housekeeping, managing the travel desk, coordinating canteen services and local transport management, Event Management. Additionally, the role includes managing guest and hospitality services, supporting documentation, and attendance management. Providing exceptional customer service to guests and maintaining the cleanliness and organization of the premises are key aspects of this position, as well as assisting with administrative tasks to ensure efficient operations.Essential Functions/Responsibilities:1. Reception Management:Maintain a neat and organized reception area.Greet and welcome visitors, ensuring a friendly and professional first impression.Handle visitors inquiries, reservations, check-ins, and check-outs.Provide information about local attractions, services, and facilities.Manage phone calls, emails, and messages, directing them to the appropriate department or person.2. Office Administration:Maintain and order housekeeping and pantry supplies, ensuring proper inventory levels.Assist in managing schedules, appointments, and meetings for staff and guests.Assist Director/Managing Director/GM in daily routine activities.Assist in documentation tasks such as filing, record-keeping, and correspondence.Assist in managing attendance & Leave records and support HR with related administrative duties.Assist in administration of organizing and coordinating events hosted at various locations.Oversee canteen operations, including menu planning and vendor management.Assist in administrative tasks such as invoicing, billing, and correspondence.Foster a positive work environment, encourage teamwork, and address staff performance issues as necessary. Guest House Management:Ensure cleanliness and tidiness of guest rooms, common areas, and facilities.Greet guests upon arrival, provide orientation to the guesthouse facilities, and assist with check-ins and check-outs.Handle guest inquiries, requests, and complaints promptly and professionally.Coordinate guest services such as laundry, room service, and transportation arrangements.Manage inventory of guest supplies, linens, and amenities, ensuring adequate stock levels.Procure supplies, equipment, and services necessary for guesthouse operations. Hospitality and Guest Services:Ensure a high level of guest satisfaction by addressing their needs and concerns promptly.Assist guests with special requests, reservations, and recommendations.Manage guest feedback and resolve any issues that may arise. Maintain a neat and organized guesthouse area and arrange required items for guests. Maintain safety and security standards for guests and staff. Travel Desk and Transportation Management:Coordinate travel bookings and arrangements for employees and guests.Coordinate guest services like airport transfers, hotel bookings, and catering.Coordinate local transportation services efficiently. Housekeeping and Maintenance:Oversee housekeeping staff, ensuring offices and common areas are clean and well-maintained.Coordinate cleaning schedules and room turnovers.Inspect offices/cabins to ensure they meet quality standards.Report maintenance issues and liaise with relevant personnel to address them.Coordinate housekeeping services to uphold hygiene standards.Authority:Train and supervise peon, ensuring they adhere to service standards and operational procedures, establish cleaning schedules, and monitor their performance.Conduct regular inspections to ensure rooms meet quality standards and address any maintenance issues promptly.,

Keyskills :
Office AdministrationGuest House ManagementReception ManagementHospitalityGuest ServicesTravel DeskTransportation ManagementHousekeeping