The Front Office / Center Manager will be responsible for overseeing front office operations, facility management, client coordination, vendor management, administration, billing, occupancy management, and workplace services. The role ensures seamless experience for clients, employees, and visitors while maintaining operational efficiency, cost control, compliance, and service excellence across the managed office facility.
Key Responsibilities:
- Front Office Management
- Manage reception and front desk operations.
- Welcome visitors, clients, and guests professionally.
- Handle incoming calls, emails, courier services, and correspondence.
- Maintain visitor records and issue visitor access passes.
- Coordinate meeting room bookings and client requirements.
- Support employee onboarding by arranging access cards, seating allocation, and workspace readiness.
- Facility Management
- Ensure smooth functioning of office infrastructure and facilities.
- Coordinate preventive and breakdown maintenance activities.
- Track facility-related complaints and ensure timely closure.
- Conduct regular facility inspections, audits, and compliance checks.
- Ensure adherence to safety, hygiene, and workplace standards.
- Vendor Management
- Coordinate with housekeeping, security, cafeteria, maintenance, and service vendors.
- Coordinating with technician for regular Monitoring of HVAC, lighting, electrical systems, UPS, DG, and office equipment.
- Monitor vendor performance against Service Level Agreements (SLAs).
- Maintain vendor contracts, agreements, invoices, and renewal schedules.
- Verify monthly bills, work completion reports, and service records.
- Escalate and resolve vendor-related issues promptly.
- Soft Services Management
- Supervise housekeeping, pantry, reception, and support staff.
- Ensure cleanliness and hygiene standards are maintained throughout the facility.
- Monitor washrooms, common areas, meeting rooms, and workstations.
- Ensure availability of consumables and housekeeping materials.
- Conduct periodic service quality audits.
- Cafeteria & Pantry Management
- Oversee cafeteria and pantry operations.
- Ensure food quality, hygiene, and service standards.
- Coordinate with cafeteria vendors for menu planning and employee feedback.
- Track pantry inventory and replenishment requirements.
- Ensure compliance with food safety and hygiene standards.
- Housekeeping Management
- Ensure daily housekeeping schedules are executed effectively.
- Conduct housekeeping inspections and maintain audit reports.
- Monitor inventory of cleaning materials and supplies.
- Coordinate deep cleaning schedules and pest control activities.
- Maintain cleanliness standards across the center.
- Client & Occupancy Management
- Maintain client occupancy records and seating allocation reports.
- Prepare and submit monthly occupancy reports.
- Coordinate client onboarding and offboarding activities.
- Address client service requests and ensure timely resolution.
- Maintain strong client relationships and enhance workplace experience.
- Billing & Financial Management
- Coordinate with finance team to raise invoice as per the contract.
- Track invoice submissions and payment collections.
- Follow up on outstanding payments and maintain collection records.
- Coordinate with Finance for billing reconciliation and revenue tracking.
- Prepare and maintain OPEX billing records and cost allocation reports.
- Reporting & Documentation
- Prepare Monthly Management Reports (MMR) and operational dashboards.
- Generate occupancy, billing, facility, vendor, and service reports.
- Maintain all center-related records, contracts, licenses, and statutory documents.
- Scan, file, and archive documents both physically and digitally.
- Ensure proper documentation and audit readiness.
- Inventory & Asset Management
- Manage inventory of stationery, pantry supplies, housekeeping materials, and office consumables.
- Maintain asset registers and stock records.
- Conduct periodic inventory audits and reconciliation.
- Ensure timely procurement and replenishment of supplies.
- Cost Control & Optimization
- Monitor operational expenses and budget utilization.
- Identify cost-saving opportunities without impacting service quality.
- Implement efficiency improvement initiatives.
- Support annual budgeting and expense forecasting exercises.
- Administration Support
- Maintain office records and documentation.
- Support office events, employee engagement activities, and client events.
- Manage procurement of office supplies and consumables.
- Ensure compliance with company policies, workplace safety, and statutory requirements.
Required Qualifications:
- Any graduate with relevant work experience .
- 3–6 years of experience in Front Office, Administration, Facility Management, Workplace Operations, or Managed Office Spaces.
- Experience in co-working spaces, commercial real estate, managed offices, or business centers is preferred.
Required Skills:
- Excellent communication and stakeholder management skills.
- Strong client relationship management abilities.
- Vendor management and negotiation skills.
- Facility and workplace operations knowledge.
- Billing, collections, and financial coordination experience.
- Inventory and asset management expertise.
- Strong analytical and reporting skills.
- MS Office proficiency (Excel, Word, PowerPoint).
- Problem-solving and customer service orientation.
- Ability to manage multiple priorities and deadlines.
- Key Performance Indicators (KPIs)
- Facility issue closure within agreed timelines.
- Vendor SLA compliance.
- Client and visitor satisfaction scores.
- Occupancy utilization and reporting accuracy.
- Timely invoice generation and payment collections.
- OPEX budget adherence and cost control.
- Housekeeping and hygiene audit scores.
- Inventory accuracy and stock availability.
- Timely submission of MMR and operational reports.
- Documentation and compliance audit readiness.
- Achievement of cost-saving initiatives and operational efficiencies.
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