Job description for Front Office & Office Operations Executive at Vietnam Sotheby's International Realty
About Vietnam Sotheby's International Realty
Vietnam Sotheby's International Realty is the exclusive franchise partner of Sotheby's International Realty in Vietnam, headquartered in Ho Chi Minh City. We specialize in luxury and ultra-luxury real estate, providing trusted advisory and representation to HNW and UHNW clients.
With a strong focus on quality over transaction volume, we connect clients with exceptional properties in Vietnam and key international markets through the global Sotheby's International Realty network. Our approach is built on rigorous professional standards, confidentiality, and long-term client relationships.
About the position
The Front Office & Office Operations Executive serves as the first ambassador of Vietnam Sotheby's International Realty, creating exceptional first impressions and delivering premium hospitality experiences for clients, partners and visitors.
This role is responsible for managing the front office, ensuring seamless guest experiences, maintaining a luxury workplace environment, coordinating daily office operations and supporting selected administrative activities that contribute to an efficient, elegant and service-oriented workplace aligned with the Company's luxury brand standards.
1. Front Office & Guest Experience (70%)
- Serve as the first point of contact for clients, partners and visitors, delivering a professional and premium hospitality experience.
- Manage the end-to-end guest journey, ensuring every interaction reflects Vietnam Sotheby's International Realty's luxury brand standards.
- Ensure the reception area, client lounge and meeting rooms are always well-presented and guest-ready.
- Coordinate meeting room bookings and hospitality arrangements for client meetings and executive visits.
- Manage incoming calls, visitors, courier services and general front office enquiries.
- Support VIP visits and important company events to ensure a seamless guest experience.
2. Office Operations & Administration (30%)
- Coordinate daily office operations to ensure an efficient, safe and well-maintained workplace.
- Manage office supplies, pantry inventory, office assets and administrative documentation.
- Coordinate office vendors, facility maintenance, procurement and general office logistics.
- Supervise the Tea Lady to ensure pantry, meeting rooms and office cleanliness consistently meet the Company's hospitality standards.
- Support onboarding arrangements for new employees.
- Maintain an office environment that reflects the Company's luxury brand image through workplace presentation, seasonal decoration, employee hospitality initiatives and internal events.
- Continuously identify and implement improvements to enhance workplace experience and operational efficiency.
Key requirements
1. Mandatory
- Bachelor's degree or equivalent experience.
- Minimum 2 years of experience in Front Office, Office Administration, Hospitality, Customer Service or Workplace Operations.
- Excellent interpersonal and customer service skills.
- Professional appearance with polished etiquette.
- Strong organizational and multitasking skills.
- Good English communication skills (spoken and written). IELTS 6.5 or equivalent is preferred.
- High level of ownership, integrity and attention to detail.
- Proficient in Microsoft Office applications.
2. Preferred
- Experience in luxury real estate, hospitality, banking or premium brands.
- Experience supporting VIP guests and executive meetings.
- Experience managing office operations or workplace administration.
- Experience working in an international environment.
3. Essential Competencies
- Customer & Guest Focus: Deliver exceptional service while anticipating guest needs.
- Ownership: Take ownership of guest experience and office operations.
- Attention to Detail: Maintain exceptional standards in workplace presentation and hospitality.
- Communication: Communicate professionally with all stakeholders.
- Planning & Organization: Effectively prioritize multiple responsibilities while maintaining service quality.
- Continuous Improvement: Continuously seek opportunities to improve workplace experience and operational efficiency.
Benefits
- Competitive compensation package with attractive commission scheme
- Clear career growth pathway with opportunities to progress within the Global Real Estate Advisory business.
- Health insurance and comprehensive employee benefits.
- Workstation provided for maximum productivity.
- Learning & development opportunities in luxury real estate, client advisory, negotiation and international property markets.
- Dynamic and open working environment that encourages creativity, new ideas and professional development.
- Professional networking opportunities with clients, investors, developers and industry partners.
