Job Description

Job Overview

The Office & Tenant Assistant is the first point of contact for visitors, employees, and tenants. The role ensures a smooth front desk operation, provides tenant support, coordinates service requests, and supports internal departments through administrative, facilities, and quality-related tasks. The role is support-focused, execution-based, and operates under guidance from managers and department heads.

Key Responsibilities

1. Front Desk & Visitor Management

• Welcome and greet visitors in a professional and friendly manner.
• Guide visitors to relevant floors, elevators, or meeting areas.
• Ensure visitor comfort while waiting (water, assistance, etc.).
• Notify employees of visitor arrivals and ensure prompt attendance.

2. Call Handling & Communication

• Answer incoming calls professionally and direct them to the correct department.
• Take accurate messages and ensure timely follow-up.
• Act as a communication link between tenants, internal teams, and service providers.

3. Tenant Support & Relations

• Serve as the primary point of contact for tenants for inquiries, complaints, and requests.
• Handle tenant concerns with empathy and professionalism.
• Follow up on escalated or complex issues with internal departments.
• Conduct regular tenant check-ins and gather feedback.
• Support community activities and events to ensure a seamless tenant experience.

4. Service Ticket & Request Coordination

• Manage service tickets submitted through the BDD application.
• Track, document, and follow up on all tickets until closure.
• Coordinate with IT, Engineering, Procurement, and Accounting for resolutions.
• For requests requiring quotations:
  • Obtain and share quotations.
  • Follow up on approvals.
  • Confirm completion of works.
• Prepare weekly ticketing and tenant support reports.

5. Facility & Service Provider Coordination (Support Role)

• Support the monitoring of cleaning, maintenance, security, and valet teams.
• Report service issues, incidents, and operational risks.
• Follow up on corrective actions with service providers.
• Support inspections and quality checks when requested.

6. Administrative & Internal Support

• Support Accounting with:
  • Receiving invoices and documents.
  • Coordinating messenger deliveries.
  • Handling petty cash reports and invoice sharing.
• Support HR with:
  • Internal event coordination.
  • Uniform records.
  • Expat papers follow-up.
  • Proxies for messengers.
  • Employee birthday visuals (Canva).

7. Office & Facilities Administration

• Manage kitchen supplies, snack bar, and stationery.
• Monitor inventory and submit replenishment requests.
• Ensure shared spaces are clean and report issues.
• Conduct basic office checks and report damages.
• Scan and maintain maintenance contracts.

8. Access Cards & Connectivity Support

• Coordinate access card requests with IT and BDD.
• Report lost or faulty cards.
• Support tenants with Ogero landline and internet connectivity processes.

9. Messenger & Delivery Coordination

• Distribute tasks fairly among messengers.
• Track deliveries using the messenger tracking sheet.

Required Skills & Qualifications

• Diploma or Bachelor’s degree in Business Administration or related field.
• 1–3 years of experience in reception, admin, or customer service roles.
• Strong communication and interpersonal skills.
• High attention to detail and organization.
• Ability to multitask and follow up on tasks.
• Basic knowledge of MS Office and ticketing systems.
• Customer-focused and solution-oriented mindset.

Company Profile