Job
Description
Role Overview The Admin Officer / Front Desk is the on-site ambassador and administrative coordinator for their branch. You will ensure flawless front-of-house operations, maintain daily facility and client-relations charts, and enable a seamless member experience—escalating issues swiftly to protect occupancy, satisfaction, and operational uptime. Key Responsibilities 1. Client Calls & Tour Coordination Answer inbound calls/emails on space availability and pricing Qualify requirements; log all “Tour Requests” in CRM within 15 minutes Confirm tours one business day prior; escort visitors on standard facility tours; capture feedback 2. Client Onboarding & Offboarding Facilitate new client setup: issue access credentials, conduct welcome orientation, assign workspace Coordinate offboarding: revoke access, recover assets, close billing Maintain onboarding/offboarding checklists in SharePoint; update status in real time. 3. Morning Facility & Admin Routine Conduct pre-opening walkthrough of workspaces, meeting rooms, common areas, restrooms, pantry Verify AC, lighting, fire-safety gear, elevators/doors, emergency exits, digital signage Stock consumables (toiletries, coffee/tea, stationery); inspect first-aid kits. 4. Front-Desk Operations & Member Welcome Greet members, guests, vendors; manage check-in/check-out and badge issuance Prepare/Distribute welcome packs (orientation guide, Wi‑Fi credentials, floor plans) Maintain digital visitor logs; update CRM with all interactions 5. Booking & Resource Setup Own meeting-room and hot-desk booking tracker; resolve conflicts; confirm reservations by prior business day Coordinate room setups (AV equipment, refreshments, seating) for tours, member events, external bookings 6. Admin & Client-Relations Charting Update the “Admin & Client Relations” chart by 10 AM daily with: Incoming mail/packages and distribution status Maintenance tickets (open/closed, SLA compliance) Tour requests, visitor check-ins, follow-ups, feedback notes Circulate chart snapshot to Vertical Lead via email 7. Monthly Client Data Reporting Compile and send a comprehensive client roster and status report to Vertical Lead on the 1st of each month Maintain all client records, usage analytics, financial summaries in SharePoint. 8. Inventory & Financial Controls Track pantry, stationery, cleaning-supply levels; trigger purchase requests at defined par levels. Process petty-cash and card reconciliations; route expenses > ₹50,000 for pre-approval through ZohoBooks. 9. Issue Escalation & Handover Flag unresolved maintenance or supply issues by 12 PM; escalate to Facility Manager Handoff after-hours/weekend concerns to on-call staff with clear log entries. 10. Safety & Compliance Support Assist with quarterly fire drills, first-aid audits, lost-and-found management Enforce member-access protocols and data-privacy SOPs Payment Collection & IT Coordination Collect on-site day-pass, printing, and meeting-room payments; issue receipts and reconcile daily with finance Log and escalate IT issues (Wi-Fi, access control, billing systems) to IT support and track resolution Qualifications & Experience Education: Bachelor’s degree in Business Administration, Hospitality, or related field Experience: 2+ years in office administration, hospitality front-desk, or coworking environments Technical Skills: Proficiency with CRM/booking platforms , MS Office/Google Workspace Behavioral: Exceptional communication, high attention to detail, strong customer-service orientation. Core Competencies Client-Centric Mindset: Anticipate and resolve member needs proactively Operational Discipline: Rigorously follow and refine SOPs with minimal oversight Problem-Solver: Triage facility or service disruptions quickly; propose solutions, not excuses Job Type: Full-time Pay: ₹15,000.00 - ₹25,000.00 per month Benefits: Cell phone reimbursement Health insurance Paid sick time Provident Fund Schedule: Day shift Work Location: In person Application Deadline: 24/06/2025 Expected Start Date: 01/07/2025
