Front Desk & Client Coordinator

Description

Join Pavilion Design Consultant as a Front Desk & Client Coordinator, where you serve as the primary point of contact for clients and visitors, ensuring a professional and welcoming atmosphere at the front desk. You manage communications, including incoming phone calls and messages through various channels, and provide prompt, courteous responses to client inquiries. Your role involves coordinating efficiently between clients and the internal teams of Architecture, Interior Design, and Construction to meet client needs and project requirements. You are responsible for scheduling and managing client appointments, maintaining follow-up communications, and supporting documentation processes to ensure client satisfaction and smooth operations. In this role, you leverage your strong organizational skills and attention to detail to handle quotations, contracts, and payment coordination in close partnership with the accounts team. You maintain accurate and confidential records, prepare reports, and assist with administrative duties contributing to office management and client relations excellence. With a confident and professional approach, you help Pavilion Design Consultant deliver top-tier service while supporting the growth and coordination of multiple projects. This position requires excellent communication skills, proficiency in Microsoft Office and communication tools, and a customer-focused attitude. While you do not manage a team, your coordination skills are central to connecting clients with the right resources and ensuring their ongoing satisfaction.

Responsibilities

• Welcome and professionally attend to clients and visitors at the front desk.
• Manage the reception area and direct incoming phone calls effectively.
• Respond promptly to basic client inquiries through WhatsApp and other communication channels.
• Maintain a friendly and organized environment for clients and visitors.
• Understand client requirements and direct them to the relevant internal teams including Architecture, Interior Design, and Construction.
• Schedule and manage client meetings, appointments, and follow-ups regularly.
• Maintain ongoing communication with prospective and existing clients to ensure they are informed about meetings, documents, and project updates.
• Handle basic client concerns professionally and escalate important matters to management.
• Coordinate the preparation, sharing, and follow-up of quotations, proposals, and contracts with clients.
• Assist in coordinating payment schedules and follow up on installments in collaboration with the accounts team.
• Maintain accurate records and organized physical and digital files related to clients, meetings, quotations, and contracts.
• Prepare daily and weekly reports on client interactions and follow-ups for management review.
• Assist in coordinating meeting arrangements and fulfilling office administrative requirements.
• Ensure confidentiality and secure handling of client and company information at all times.
• Support management with client-related administrative tasks to enhance operational efficiency.
• Perform multitasking duties effectively while managing multiple client responsibilities simultaneously.
• Use Microsoft Office, Google Workspace, WhatsApp, and other basic computer applications proficiently to support client coordination and office functions.

Experience

2 Years

Apply By

Oct 28, 2026

Required Skills

• Customer Service
• Communication
• Client Coordination
• Microsoft Office
• Appointment Scheduling
• Follow-up Management
• Multitasking
• Professionalism
• Organizational Skills

Nice to Have Skills

• Google Workspace
• File Management
• Administrative Support
• Payment coordination
• CRM Software