Admin/Front Office Executive

Role- Admin/ Front Office Executive

Location- Magarpatta City, Pune

Company- UJA Global Advisory Pvt Ltd

Key Responsibilities:

Front Office Management:

• Greet and assist clients, visitors, and staff in a professional manner.
• Handle incoming calls, emails, and walk-ins efficiently.
• Prepare meeting rooms and boardroom before the meetings and arrange meeting room bookings as per the requirements.
• Maintain visitor records, employee movement records and ensure security protocols are followed.
• Arrange the access for the Clients car parking and arrange access cards of employees as per Office building rules
• Maintain Petty cash records as per the utilization

Administrative Support:

• Handle day-to-day office administrative tasks (stationery, housekeeping, pantry, courier, etc.).
• Coordinate with vendors and service providers (AMC, utilities, maintenance).
• Manage all the housekeeping staff and office boys day to day work schedule.
• Manage domestic and international courier inwards and outwards
• Manage travel and accommodation bookings for employees and clients
• Coordinate with the Marketing team for various printings
• Coordinate with HR team for various events logistics requirements.
• Managing office supply inventory and placing orders when necessary including record keeping of Vendors, Purchases and Inventory in the system.
• Maintain files and records (physical and digital) in an organized manner including Courier management, Inward outward tracker, etc. Provide administrative support to other departments as needed.
• Coordinate with the front office of all the branch offices and provide them with the resources on time as per the requirements.

Documentation & Coordination:

• Maintain and update Calendar for all recurring and adhoc tasks to plan and execute.
• Maintain and update all folders of Administration functions in a systematic and organized manner. Including master files, contacts, Purchase orders, contracts, correspondences, etc.
• Manage documentation and filing for Bank audits.
• Assist the Bank audit team with documentation, form filling, follow-ups, and basic documentation.
• Coordinate for document collection and dispatch with clients and internal teams.

Office Upkeep:

• Ensure the reception area and office premises are well-maintained and presentable.
• Oversee cleanliness and support facilities management (both preventive and corrective ) and with proper scheduling. Maintain the office premises hygiene

Key Skills Required:

• Pleasant personality with a polite attitude.
• Proactive and professional attitude.
• Good communication (English), both verbal and written.
• Basic knowledge of MS Office (Word, Excel, Outlook).
• Multitasking and time-management skills.
• Ability to handle confidential information with discretion.

Qualifications & Experience:

• Graduate in any discipline (B. Com / BBA preferred).
• 23 years of experience in admin role.