Front Desk Executive

Job Title: Front Desk Executive

Experience: 3–5 Years
Department: Administration
Location: Baner, Pune
Reporting To: HR Manager

Role Overview

The Front Desk Executive will serve as the first point of contact for clients, visitors, channel partners, and internal stakeholders. The role requires strong communication skills, a professional demeanor, and the ability to manage front desk operations, office administration, and employee engagement activities efficiently. The incumbent will also support facility management, vendor coordination, and documentation, ensuring a smooth and welcoming office environment.

Key Responsibilities

1. Guest Relations & Reception Management

• Welcome and assist guests, clients, channel partners, and visitors in a professional and courteous manner.
• Handle incoming calls, inquiries, and walk-ins efficiently.
• Manage meeting rooms and conference room schedules and ensure proper coordination.
• Maintain a clean, organized, and presentable reception area at all times.
• Update and maintain the daily whiteboard with motivational quotes, birthday wishes, and important notices.

2. Employee Engagement & Event Support

• Prepare and post employee birthday and work anniversary posters on Teerth Group internal platforms.
• Support employee engagement initiatives and internal office events.
• Coordinate with HR and Admin teams during celebrations, meetings, and corporate events.

3. Front Desk & Office Administration

• Manage daily front desk operations including registers, appointment schedules, and coordination.
• Assist HR with interview coordination and candidate tracking.
• Keep HR-related documents available at the front desk as required.
• Maintain an updated list of interviewed candidates and support onboarding coordination.

4. Facility & Office Management

• Oversee facility-related activities including:
• Stationery management
• Housekeeping and pantry coordination
• Pooja ghar upkeep
• ID cards, visiting cards, and letterhead management
• Courier and dispatch services
• Air-conditioning maintenance
• Water purifier (Kent) maintenance
• Newspaper and daily office arrangements
• Conduct and record regular maintenance checklists for washrooms and water purifiers.

5. Record Keeping & Documentation

• Maintain and update the following records:
• Visitor registers
• Stationery inventory
• Material inward/outward registers
• Letterhead usage register
• Cheques received from MO
• Driver attendance records
• Ensure accuracy, confidentiality, and proper filing of all front desk documentation.

6. Vendor Coordination & Billing

• Coordinate with vendors for office supplies, housekeeping, pantry, maintenance, and services.
• Process vendor bills and ensure timely submission to Accounts for payment.
• Maintain vendor records and follow up for service-related issues.

7. Communication & Coordination

• Coordinate with Sales, CRM, HR, Accounts, Projects, and Legal teams for smooth visitor handling and information flow.
• Ensure timely communication of messages and visitor requirements to concerned departments.

Skills & Competencies

• Excellent communication and interpersonal skills
• Strong customer service orientation
• Good organizational and multitasking abilities
• Basic team coordination and follow-up skills
• Proficiency in MS Office and basic office systems
• Professional appearance and etiquette

Preferred Qualifications

• Graduate in any discipline
• 3–5 years of experience in front desk / reception / office administration
• Experience in real estate, corporate office, or service industry preferred

Key Performance Indicators (KPIs)

• Visitor satisfaction and front desk efficiency
• Accuracy of records and documentation
• Office upkeep and facility management effectiveness
• Timely vendor billing and coordination
• Employee engagement support and responsiveness

Job Types: Full-time, Permanent

Pay: ₹20,000.00 - ₹30,000.00 per month

Benefits:

• Health insurance
• Life insurance
• Provident Fund

Ability to commute/relocate:

• Baner, Pune, Maharashtra: Reliably commute or planning to relocate before starting work (Preferred)

Application Question(s):

• What makes you a strong fit for this role?

Language:

• English (Preferred)
• Marathi (Preferred)

Willingness to travel:

• 25% (Preferred)

Work Location: In person