Front Desk & Admin Officer

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