Front Desk & Admin Executive

Position:

Base Location:

Reports to:

Educational Background:

Experience:

Company Profile:

Vedic Pac Systems Pvt. Ltd., a member of the AZO Group

Over 46 years of experience and expertise and a strong client focused approach in delivering turnkey solutions to India & South Asia, particularly in the bakery, beverage, chocolate, confectionery, dairy, FMCG, healthcare, nutraceutical, pharma, savoury, snack food & spice industries, have enabled Vedic Pac to attain and sustain an exceptional reputation of being a capable, dependable and trusted partner, to both its esteemed clients and its distinguished Principals.

Vedic Pac is the exclusive agent, partner and representative in India & South Asia, of several renowned and established companies based in Germany and other parts of Europe, known worldwide for their superior engineering and premium quality equipment. Trusted, empowered, supported and trained by its long-standing European principals, the Vedic Pac team has strong capabilities and proficiencies in marketing and distributing niche equipment, partnering with clients and principals from conceptualisation to commercial production.

Vedic Pac Systems combines its multinational expertise with its deep roots in the diverse Indian culture to seamlessly bridge a vital link between its Indian clients and European principals. Vedic Pac has a team of skilled and qualified service engineers who provide its clients comprehensive and extensive onsite installation services and after-sales support across India.

Position Description:

Front Desk & Admin Executive

Job Responsibilities:

Front Office & General Administration:

• Attend, screen, and forward incoming phone calls; take and relay messages as required.
• Greet and guide visitors; provide information and direct them to the appropriate departments.
• Maintain a clean and professional reception area.

Office Management:

• Oversee daily office operations.
• Monitor and manage service contracts for office maintenance.
• Coordinate with IT team to ensure functioning of workstations, meeting rooms, and office infrastructure.
• Implement and manage meeting room booking systems to avoid conflicts.

Housekeeping & Pantry Management:

• Supervise daily cleaning and organize weekly deep cleaning routines.
• Monitor pantry supply levels and place orders as per budget.

Courier & Stationery Management:

• Track daily courier dispatches; maintain inward/outward logs in Excel.
• Share docket/POD details with relevant teams.
• Maintain a list of courier vendors (e.g., DTDC, Shree Maruti).

Inventory & Stock Management:

• Monitor and manage stock levels for cafeteria, housekeeping, and admin supplies.
• Maintain a well-organized inventory system to track consumption trends.
• Prepare monthly stock reports for management.

Local Travel & Hotel Booking:

• Organize local travel and accommodation for employees.
• Establish and manage a network of reliable travel agents and hotel vendors. 

Vendor Coordination:

• Obtain quotations, issue POs, and track vendor payments.

Warehouse Maintenance:

• Supervise cleanliness and maintenance of the warehouse monthly.
• Ensure lighting, internet, and surveillance systems are functioning properly.

Requirements (Experience/Skills):

• Strong communication skills (written and verbal).
• Proficiency in Microsoft Office (Word, Excel, Outlook).
• Professional appearance and demeanor.
• Strong organizational and multitasking abilities.
• Attention to detail and customer service orientation.