Administrative Assistant / Front Desk Executive

Nikkiso Clean Energy & Industrial Gases is a leading provider of cryogenic pumps, heat exchangers, process systems, turboexpanders, services, and solutions for the liquefied natural gas (LNG), liquefied hydrogen (LH2), and industrial gases industries. Applications include fueling stations, marine engines, peak shaving, power generation, virtual pipelines, carbon capture, geothermal power and well stimulation. We are a subsidiary of Nikkiso Company Ltd, a leading industrial manufacturer headquartered in Tokyo, Japan, with $1.5 B USD in annual revenue, 8000 + employees worldwide, and publicly traded on the Tokyo Stock Exchange.

The Administration Assistant / Front Desk Executive is responsible for managing the reception area & office operations, housekeeping & security management, guest & hospitality management, travel desk & local transportation management , canteen Administration and overall administrative support to smooth functioning. This role involves providing exceptional customer service to guests, maintaining the cleanliness and organization of the premises, and assisting with administrative tasks to support the efficient operation of the guesthouse and offices.

Essential Functions/Responsibilities

Preferable: Female Candidate

Office Management:

• To conduct telephonic round of Interview for junior level and schedule interview of the candidates.
• Coordination for the trainings i.e., Training attendance sheet, feedback forms.
• Assist in administrative tasks such as record-keeping, data entry, and document management.
• Maintain and order housekeeping and pantry supplies, ensuring proper inventory levels.
• Assist in managing schedules, appointments, and meetings for staff and guests.
• Assist Director/GM in daily routine activities.
• Responsible for travel desk, domestic & International transportation management.
• Responsible for arrange Visa, Insurance for domestic & international Guests.
• canteen Management

Attendance & leave Management

* Maintain attendance & leave records of on roll & off roll staff.

Reception Management:

• Greet and welcome guests, ensuring a friendly and professional first impression.
• Handle guest inquiries, reservations, check-ins, and check-outs.
• Provide information about local attractions, services, and facilities.
• Manage phone calls, emails, and messages, directing them to the appropriate department or person.
• Maintain a neat and organized reception area.

Housekeeping and Maintenance:

• Oversee housekeeping staff, ensuring offices and common areas are clean and well-maintained.
• Coordinate cleaning schedules and room turnovers.
• Inspect offices/cabins to ensure they meet quality standards.
• Report maintenance issues and liaise with relevant personnel to address them.

Hospitality Services:

• Ensure a high level of guest satisfaction by addressing their needs and concerns promptly.
• Assist guests with special requests, reservations, and recommendations.
• Coordinate guest services like airport transfers, hotel bookings, and catering.
• Manage guest feedback and resolve any issues that may arise.

Guesthouse Management:

• Maintain a neat and organized guesthouse area and arrange required items for guests.
• Maintain safety and security standards for guests and staff.

Supervisory Responsibility

This position has no direct supervisory responsibilities but does serve as a coach and mentor for other positions in the department.

Work Environment

This job operates in a professional office environment. This role routinely uses standard office equipment such as laptop computers, photocopiers, and smartphones.

Physical Demands

While performing the duties of this job, the employee is regularly required to talk or hear. Specific vision abilities required by this job include close vision and ability to adjust focus. This would require the ability to lift files, open filing cabinets and bend or stand on a stool as necessary.

Education, Experience and Skills

• Any Bachelor Degree or Diploma in Hospitality Management / Hotel Management
• Minimum 3 - 5 years of relevant experience in hospitality industry or Industrial Experience.

• Organizational Skills.
• Interpersonal Skills.
• Adaptive Skills.
• Communication Skills.
• Administrative Skills.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Equal Opportunity Employer/Veterans/Disabled

Nikkiso CE&IG is proud to be an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, or protected veteran status and will not be discriminated against on the basis of disability.