Front Office Executive - Receptionist

Job Description:

Role Overview
The Front Desk Executive / Receptionist is responsible for managing front office operations and providing administrative and coordination support to ensure smooth and efficient functioning of the Head Office. The role involves visitor management, conference room coordination, vendor liaison, meeting logistics, office operations oversight, and general administrative support.

Key Responsibilities
1. Front Office Management
• Manage all front desk operations to ensure a welcoming and professional experience for visitors.
• Greet, register, and assist visitors courteously.
• Handle and route incoming calls efficiently.
• Maintain a professional, organized, and presentable front office area.

2. Conference Room Coordination
• Schedule, manage, and monitor conference room bookings.
• Ensure the smooth conduct of meetings and optimal utilization of meeting spaces.

3. Administrative Support
• Provide administrative support to various departments.
• Coordinate appointments, meetings, and key events.
• Prepare reports, maintain records, and manage documentation.
• Handle incoming and outgoing correspondence.

4. Office Operations Oversight
• Coordinate with third-party office staff to ensure smooth day-to-day office operations.
• Ensure adherence to office security protocols.
• Maintain and update visitor logs and office records.

5. Meeting & Review Coordination
• Coordinate logistics and arrangements for Board Meetings, Review Meetings, and Mumbai L&D Review Meetings.

6. Repair & Maintenance Coordination
• Coordinate with vendors and internal teams for repair and maintenance activities at the Head Office.

7. Vendor Coordination & Logistics
• Act as a liaison with external vendors for office supplies and services.
• Coordinate meeting room bookings, readiness, and required support.

8. Gate Pass Preparation & Record Keeping
• Prepare and issue gate passes as required.
• Maintain accurate records and documentation related to gate passes.

9. General Support
• Perform additional administrative duties and provide general support as assigned by the line manager.

Qualifications
• Graduate in any discipline (preferred).
• 0–2 years of experience in a Front Desk, Receptionist, or administrative role.
• Excellent communication and interpersonal skills.
• Proficiency in MS Office applications.
• Strong organizational, coordination, and multitasking abilities.