Front Desk Cum Admin Officer

JOB DESCRIPTION:

Designation – Front Desk Officer

Department – Administration

Education – Any Graduate

Gender - Male

Experience – Minimum 3 to 5 Years

Location – Nighoje, Chakan.

Duty Time - General Shift

Weekly Off - Sunday

Facility – Free transport & subsidies canteen facility.

Job Responsibility –

1. Employee On boarding

1. Arrange & provide welcome kit as required. (Uniform, safety shoes, ID card, diary, sim card, etc.)

2. Arrange workstation, stationary, etc. as directed by seniors.

3. Support to get done paperwork and personal file.

4. Provide bank details of new joined employee to accounts team.

2. Learning & Development

1. Communicate with trainers and HOD’s to understand specific requirements for training session.

2. Arrange training rooms are prepared before sessions, including arranging seating, tables and equipment according to the trainer’s requirements.

3. Ensure tea, coffee, water, cookies, chocolates, etc. are provided as per requirement.

4. Provide necessary training materials, such as notepad, pens, pencils and other supplies.

5. Ensure that the room is clean, comfortable and well-organized before and during the training session. After training also room shall clean and well organized for the next use.

6. Support to collect training feedback & training attendance sheet from attendees.

7. Provide assistance for documentation as per QMS.

3. Contract Labour & Third Party Vendor Management

1. Update & maintain casual attendance, employee transport KM details, forklift attendance, lunch allowance, canteen deduction, etc. in excel sheet on daily basis.

2. Ensure bills are signed from respective authority and handed over to accounts department on time and payments are done for concern vendor on time.

3. Provide payment transaction details to vendor as and when required.

4. Employee Off boarding

1. Get returned company property from departing employee including sim card, ID card, visiting cards, keys, stationary, etc.

2. Arrange farewell function as directed by seniors including room arrangement, return gift to employee, refreshment, etc.

5. Canteen Management

1. Verify daily meal count with canteen boy & Update canteen deduction count on daily basis in excel sheet.

2. Inform to canteen vendor regarding extra count against any guest, visitors, candidates, etc.

3. Ensure canteen area is cleaned properly and well organized on daily basis.

4. Provide training to canteen person including casuals working in canteen regarding hygiene practices, customer service and utensils use.

5. Ensure to adequate utensils are available in canteen.

6. Coordinate & arrange food in case of food shortage.

7. Inform vendor and seniors if any discrepancies are there related to food.

6. Courier Management

1. Communicate with courier vendor for courier dispatch as and when required.

2. Keep accurate record of courier inward-outward activities as per logbook.

3. Coordinate with various departments for courier activities.

4. Issue courier to concern employee/department on time.

7. Daily Office Administration

1. Serve as the communication point between employees, departments and external parties to ensure smooth interaction and information flow.

2. Answer and direct incoming phone calls promptly. Take accurate messages and forward them to the appropriate person when necessary.

3. Prepare meeting rooms or conference facilities in advance of scheduled visits/interview including arranging seating, tables, welcome board and equipment according to host’s direction.

4. Greet all visitors, guests and clients in a professional and friendly manner, ensuring they feel welcome and comfortable during their visit.

5. Communicate with the employee or department hosting the visitor to ensure they are aware of the visitor’s arrival and assist in facilitating a smooth transition to the meeting space.

6. Ensure that refreshments (coffee, tea, water, snacks, etc.) are available for guests/visitors.

7. Arrange special food for guests as directed by host.

8. Arrange & coordinate for tree plantation activity if suggested by host.

9. Update & maintain intercom list for all desk phones as and when required.

10. Arrange special transport/vehicle for guest/visitors as directed by seniors.

11. Collect vouchers, bills from employee and submit to accounts department after necessary approval.

12. Responsible for Vendor registration, item creation, purchase request for administration related activities and as per instructions by seniors.

13. Handle Petty cash and submit bills to accounts team on time.

8. Printing & Stationary

1. Collect & compile stationary requirements on monthly basis.

2. Take approval for purchase stationary material.

3. Update & maintain stock in excel sheet on daily basis for stationary material.

4. Proceed for PR & PO activities after approval.

5. Issue stationary & printing material and keep record accurately.

9. Housekeeping & Pantry Management

1. Prepare housekeeping checklists wherever required and monitor its being followed.

2. Update & maintain stock in excel sheet on daily basis for HK & Pantry material.

3. Take approval for purchase HK & Pantry material and proceed for PR/PO.

4. Issue HK & Pantry material and keep record in logbook.

5. Monitor HK activities for all plant/offices & Ensure all area are cleaned and well organized.

10. Various Event / Festival Management

1. Arrange Satyanarayan Pooja on every Pournima as per regular practice.

2. Make necessary arrangement for various festival celebration such as Diwali, Dasara, Holi, Independence Day, Ganesh Chaturthi, etc.

Job Types: Full-time, Permanent

Pay: ₹350,000.00 - ₹450,000.00 per year

Benefits:

• Health insurance
• Leave encashment
• Paid sick time
• Paid time off
• Provident Fund

Education:

• Bachelor's (Preferred)

Experience:

• Admin Activities: 3 years (Preferred)
• Manufacturing Industry: 3 years (Preferred)
• MS Office (Excel): 3 years (Preferred)

Location:

• Chakan, Pune, Maharashtra (Preferred)

Work Location: In person