Front Desk and Operations Coordinator (Compliance Hire)

Role Overview

This position entails overseeing front desk duties combined with supporting daily logistics operations such as shipment coordination, documentation preparation, communication with customers, and operational follow-up. The incumbent will be responsible for ensuring shipments are booked correctly, tracked through to delivery, and that all necessary paperwork and updates are completed promptly and accurately.

Front Desk Responsibilities

• Handle reception activities, including managing calls, visitors, and incoming mail.
• Greet guests and coordinate their access with appropriate employees.
• Manage meeting room bookings, office supplies, and general office maintenance requirements.
• Liaise with building management, maintenance teams, and external service providers.
• Submit and track service requests, purchase orders, and handle office-related invoices.
• Maintain organized office records, documents, contact lists, and administrative trackers.
• Assist with office events, meetings, employee engagements, and business visits.
• Observe office facilities and report any issues needing attention or escalation.
• Support travel arrangements, courier services, and other administrative tasks as needed.
• Ensure the office environment remains orderly, professional, and prepared for daily functions.

Operations Coordination Responsibilities

• Manage shipment booking processes and follow up with customers, agents, carriers, and other service providers.
• Prepare and upkeep shipment documentation, operational files, and records.
• Monitor shipment progress and provide timely updates to customers and internal teams.
• Coordinate activities with transporters, warehouses, shipping lines, airlines, and related parties.
• Track shipment milestones, delivery timelines, and any pending operational requirements.
• Regularly update shipment information in tracking systems and databases.
• Assist in preparing quotations, job files, invoices, and other shipment-related documentation.
• Report shipment delays, documentation discrepancies, or operational issues to the responsible team promptly.
• Ensure all operational and administrative tasks are accurately and timely completed.

Qualifications and Requirements

• Possess a diploma or bachelor's degree in Logistics, Supply Chain Management, Business Administration, or a related discipline.
• Have between 2 to 4 years of professional experience in logistics, freight forwarding, or operations coordination.
• Preferably experienced in shipment handling and logistics documentation processes.
• Exhibit strong English communication skills, both verbal and written.
• Proficient in Microsoft Office suite.
• Familiarity with logistics or ERP software systems is a plus.