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:
o Obtain and share quotations.
o Follow up on approvals.
o 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:
o Receiving invoices and documents.
o Coordinating messenger deliveries.
o Handling petty cash reports and invoice sharing.
• Support HR with:
o Internal event coordination.
o Uniform records.
o Expat papers follow-up.
o Proxies for messengers.
o 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