Front Desk Specialist for Lviv office

1. Reception & Customer Service

• Ensure smooth daily operation of the reception and act as the first point of contact for tenants, employees, guests, couriers, and contractors.
• Create a welcoming and service-oriented atmosphere for employees, visitors, and business partners.
• Welcome and register visitors, assist with navigation, and direct them to the appropriate person or location.
• Welcome new employees on their first day, provide a brief office tour, and introduce key services and rules.
• Provide information about facilities, services, and space usage rules.
• Maintain a tidy and professional reception area.

2. Communication & Requests

• Handle requests received in person, by phone, email, Teams, Service Desk, or other designated communication channels.
• Respond to standard requests within the Front Desk scope and redirect other inquiries to the appropriate person, department, or contractor.
• Follow up on important requests and escalate critical or unresolved issues to the responsible parties.
• Manage the general email inbox and communication channels, ensuring timely announcements and updates.
• Follow confidentiality and information security requirements.

3. Access & Security

• Issue, activate, deactivate, and maintain records of personal, temporary, and visitor access cards.
• Keep access records up to date and perform regular access card reconciliations.
• Maintain visitor logs and ensure compliance with visitor management procedures.
• Cooperate with security and other responsible parties on access, visitor management, and physical security matters.
• Report access violations, lost cards, and other security incidents.
• Be familiar with basic procedures for air raid/fire alarms, evacuation, and other emergency situations.

4. Meeting Rooms & Common Areas

• Monitor meeting room bookings and the proper use of meeting rooms and shared spaces.
• Support workspace and desk booking activities when applicable.
• Assist with reservations and prepare spaces for meetings, training sessions, and events.
• Ensure meeting rooms are ready for use, including general tidiness, water, stationery, and basic equipment.
• Keep information in the booking/workspace management system up to date, if such a system is used.

5. Food, Beverages & Office Supplies

• Coordinate office lunch arrangements and communication with food service providers.
• Order snacks, fruit, vegetables, water, coffee, tea, and other approved food and beverages.
• Prepare snack areas daily, including arranging snacks, replenishing supplies, and brewing filter coffee.
• Monitor stocks of food, beverages, stationery, and other consumables and arrange timely replenishment.
• Monitor expiry dates and ensure proper storage of food products.

6. Daily Office Operations

• Perform regular workplace walkthroughs to proactively identify service and maintenance issues.
• Regularly check the condition of the reception area, meeting rooms, kitchens, coffee points, print areas, and other shared spaces.
• Identify equipment failures and operational issues, create relevant service requests, and coordinate them with technical services, IT, cleaning teams, or other responsible contractors.
• Follow up on important requests until resolution and escalate recurring or critical issues when necessary.
• Cooperate with cleaning, security, and other service teams on daily operational matters.

7. Deliveries & Correspondence

• Meet couriers, receive deliveries, parcels, and correspondence, and ensure their timely handover to recipients.
• Coordinate outgoing documents and parcels and collect the required shipping information when necessary.
• Ensure deliveries are stored appropriately until collected.
• Maintain Lost & Found records and coordinate the return of found items to their owners.

8. Business Center, Contractors & Events

• Maintain day-to-day communication with Business Center representatives regarding operational matters, updates, incidents, maintenance activities, and other relevant requests.
• Coordinate day-to-day communication with cleaning, security, catering, suppliers, and other service contractors.
• Meet contractors and service specialists and coordinate their access to the premises.
• Participate in sourcing new suppliers and collecting proposals when required.
• Support events, including space preparation, welcoming guests, and coordinating catering, deliveries, and contractors.

9. Administration & Operational Support

• Maintain required operational registers, logs, checklists, and documentation.
• Handle requests in Jira or another Service Desk system.
• Assist with preparations for audits, inspections, and other operational activities.
• Arrange transportation for guests or other designated persons when required.
• Perform other administrative and service-related tasks related to the daily operation and maintenance of the premises within the scope of the role.

Must-have

• English at Upper-Intermediate level (spoken and written).
• University degree.
• Positive attitude and a can-do approach.
• Excellent communication and interpersonal skills.
• Strong attention to detail and ability to work independently.
• Ability to manage multiple tasks and meet tight deadlines.
• Strong prioritization and organizational skills.
• Flexible, responsive, and confident in decision-making.
• Independent, self-organized, proactive, and accountable.
• Experience in customer service, reception, hospitality, office administration, facilities, workplace services, or other client-facing roles.

Will be a plus

• Experience working with ticketing systems, workplace management tools, Service Desk platforms, or Jira.
• Experience with visitor management and access management processes.
• Experience coordinating suppliers, contractors, or facility-related services.