Front Desk Executive

1. Role Purpose

The Front Desk Executive is the first point of contact for employees, clients, vendors, and visitors. The role ensures smooth front-office operations, hospitality, facility coordination, and administrative support, reflecting WOG's values of professionalism, discipline, and service excellence.

2. Key Responsibilities

A. Front Office & Visitor Management

• Manage the front desk with professionalism and ensure a welcoming environment.
• Receive, greet, and assist visitors; maintain visitor register & issue visitor passes.
• Coordinate with internal teams for visitor meetings, conference room arrangements, and refreshments.
• Handle all incoming phone calls, route them appropriately, and take accurate messages.
• Ensure reception area cleanliness, upkeep, and readiness at all times.

B. Administrative Coordination

• Manage courier services (incoming/outgoing), mail handling, and document dispatch.
• Assist in travel coordination, bookings, and employee movement logs when required.
• Maintain inventory and stock of office supplies, stationery, and housekeeping materials; raise requisitions when stock is low.
• Coordinate with Admin team for meeting room setups, events, and office maintenance tasks.

C. Facility & Office Management Support

• Monitor housekeeping staff presence and performance on both floors.
• Conduct basic daily checks: ACs, lights, workstations, washrooms, pantry, meeting rooms & ensure issues are escalated promptly.
• Assist with vendor coordination for routine maintenance (AC, electrical, plumbing, pantry supplies).
• Maintain updated contact list of vendors, drivers, housekeeping & facility staff.

D. Data, Reports & Compliance

• Maintain daily attendance/registers of visitors, drivers, and housekeeping staff.
• Prepare daily admin reports as required by the Admin Manager (cleanliness checks, petty cash summary, meeting room utilisation, etc.).
• Ensure compliance with WOG office discipline, safety guidelines, and security protocols.
• Handle petty cash at the front desk (if assigned) with accuracy and accountability.

E. Employee Support Services

• Assist new joiners on day one—ID card issuance, access cards, seating coordination.
• Guide employees for HR/Admin queries (forms, policies, travel support, etc.).
• Support company events, festivals, and HR engagement activities.

3. Required Skills & Competencies

• Excellent communication skills (English & Hindi).
• Presentable, well-groomed, professional appearance.
• Strong interpersonal & customer-service orientation.
• Ability to multitask and remain calm under pressure.
• Proficiency in MS Office (Word, Excel, Outlook).
• Basic record-keeping and reporting ability.
• High sense of discipline, punctuality, and confidentiality.

4. Qualification & Experience

• Graduate (preferred: BA/B.Com/BBA).
• 1–3 years of experience in front office/administration roles.
• Experience in a corporate environment preferred.

5. Personality Attributes

• Polite, courteous, and confident in dealing with people.
• Positive attitude with willingness to support across functions.
• Quick learner with a proactive approach.
• High ownership and accountability mindset.
• Ability to represent WOG’s culture, values, and professionalism at the first point of contact.

6. Key Performance Indicators (KPIs)

• Reception hygiene & upkeep score.
• Visitor experience & feedback quality.
• Timeliness of calls, couriers, and admin tasks.
• Accuracy of records & daily reporting.
• Coordination efficiency with Admin/HR/Facility teams.