Receptionist

The Receptionist serves as the first point of contact for residents, guests, suppliers, and service providers entering the co-living premises. This role ensures smooth daily operations by managing front desk responsibilities, providing administrative support, coordinating resident services, and maintaining an organized and secure reception area.

Key Responsibilities:

1. Front Desk Operations

• Welcome residents, guests, and visitors with a professional and friendly demeanor.

• Monitor and manage check-ins/check-outs for short-term stay residents (if applicable).

• Verify identities and log visitor and delivery entries.

• Issue and monitor keycards or room access credentials.

• Maintain cleanliness and organization of the reception area.

2. Resident Support

• Serve as the primary contact for resident inquiries, concerns, and service requests.

• Coordinate with housekeeping, janitorial, and maintenance teams for prompt resolution of concerns.

• Provide information about house rules, amenities, local transport, and community events.

• Facilitate requests for room cleaning, laundry, and other optional services.

• Assist new residents with onboarding (Wi-Fi setup, ID issuance, amenity briefing, etc.).

3. Communications & Record Keeping

• Answer calls, emails, and Viber messages professionally and on time.

• Keep accurate logs of daily transactions, guest complaints, maintenance issues, and room changes.

• Prepare an end-of-day summary report and submit it to the Admin Officer.

• Maintain updated records of resident profiles, emergency contacts, and agreements.

4. Amenity Scheduling & Usage Monitoring

• Manage bookings for shared amenities (e.g., gym, co-working space, lounge, event area).

• Monitor and control access to these facilities based on house rules and capacity.

• Coordinate with the custodian or janitorial staff to reset or clean spaces post-use.

5. Safety & Emergency Support

• Follow standard operating procedures for emergency protocols (fire, power outages, medical incidents).

• Coordinate with security staff for after-hours support and resident emergencies.

• Help ensure guest compliance with co-living policies and notify management of repeated violations.

6. Administrative & Inventory Tasks

• Maintain inventory of front desk supplies, forms, and ID materials.

• Track deliveries and parcel handovers to residents.

• Assist the admin office in data entry, record management, and document filing.

• Prepare forms such as room inspection checklists, gate passes, and visitor permits.

7. Digital Tools & Online Coordination

• Use property management systems (PMS) to update resident info and monitor availability.

• Assist in updating community bulletin boards (physical and online via Viber or group chats).

• Help manage one-way Viber channel announcements to residents.

8. Coordination with Other Departments

• Work closely with janitorial, maintenance, and security personnel to coordinate building operations.

• Serve as the liaison between residents and third-party service providers (e.g., water, internet, electricity).

• Help facilitate entry and documentation for contractors and suppliers.

Work Schedule:

• 8-hour shift, rotating if multiple receptionists are employed.

• Must be available to work on weekends and holidays if needed.

• Must properly endorse all unresolved issues to security after 10 PM.