Job Detail

Job Description

Engel & Völkers is one of the world's leading service companies specialized in the brokerage of premium residential property, commercial real estate, yachts and aircrafts. Based in over 1,000 locations in total, Engel & Völkers offers both private and institutional clients a professionally tailored range of services. Consultancy, sales and leasing form the core competences of the staff of more than 13,500 people. The company is currently operating in 35 countries on five continents.

Role Overview:

As a Front Office Supervisor, you will be the first point of contact for visitors, clients, and employees. Your role is crucial in creating a positive and welcoming atmosphere. You’ll handle administrative tasks, manage phone calls, and assist with various office functions.

Key Responsibilities:

Front Desk Operations

• Greet visitors, answer phone calls, and direct inquiries to the appropriate person or department.
  

• Manage office correspondence, including emails, phone calls, and postal mail.
  

• Maintain a tidy and organized reception area.
  

• Handle incoming and outgoing mail and packages.
  

Visitor Management

• Register guests, issue visitor badges, and ensure security protocols are followed.
  

• Provide information about the company, services, and directions to meeting rooms.
  

Administrative Support

• Assist with scheduling appointments, meetings, and conference room bookings.
  

• Ensure that operational/office activities remain on time and within budget. (Cost control).
  

• Supervise the day-to-day operations, ensuring a clean, organized, and efficient workspace.
  

Communication Hub

• Relay messages accurately and promptly to staff members.
  

• Handle basic inquiries related to office policies, hours of operation, and general information.
  

• Assist in creating and distributing internal communications and announcements (email, WhatsApp, Zoho People, etc.)
  

Office Management

• Supervise the day-to-day operations, ensuring a clean, organized, and efficient workspace.
  

• Manage office supplies, equipment, and maintenance to support a productive work environment.
  

• Ensure that operational/office activities remain on time and within budget. (Cost control).
  

• Ensure that meeting and conference rooms are prepared before and after meetings in accordance with company policy.
  

Financial Management:

• Assist in managing office budgets and expenses.
  

• Maintain financial records, such as invoices, receipts, and expense reports.
  

• Responsible for the use of resources and control expenses to meet budgetary controls.
  

Team Support:

• Lead and manage a team: Driver and Office Coordinators workload and other support staff as required; manage schedules and vacation approvals.
  

• Set clear performance expectations, conduct evaluations, and provide coaching and feedback.
  

Vendor Relations:

• Liaise with vendors and service providers, such as cleaning services, and office maintenance to ensure efficient service delivery.
  

• Collaborate with service and product providers for employee benefits/discounts.
  

• Arranging catering services for internal/external events and open houses.