Front Office Associate

Company Description

RARE Hospitality & Services Pvt Ltd is a leading Facility Management company with over three decades of expertise, offering end-to-end solutions and a robust Pan-India presence. As the IFM division of the billion-dollar SIS Group Enterprise, we cater to industries such as healthcare, hospitality, BFSI, education, corporates, and manufacturing. Known for our innovative practices in the healthcare industry, we specialize in services such as environmental cleaning, pottering, and engineering services, setting benchmarks in the Indian facility management sector.

Role Description

The Front Office Executive is responsible for managing the reception area, ensuring smooth communication and coordination with internal and external stakeholders, and providing administrative support to maintain an efficient office environment. The role demands excellent communication skills, a positive attitude, and a customer-centric approach.

Key Responsibilities

1. Reception & Visitor Management

Greet and welcome visitors in a professional and friendly manner.

Maintain the reception area and ensure it is clean and presentable.

Handle visitor inquiries and guide them appropriately.

Manage visitor logs and issue ID cards.

2. Communication Management

Answer, screen, and forward incoming phone calls.

Handle emails, messages, and correspondence.

Coordinate with internal departments for communication flow.

3. Administrative Support

Schedule appointments, meetings, and conference room bookings.

Assist in travel arrangements and accommodation bookings.

Manage courier services (incoming/outgoing).

Maintain office supplies, stationary inventory, and place orders when needed.

4. Record Keeping

Maintain employee attendance registers (if required).

Keep records of visitors, telephone logs, and other front office documentation.

Update internal databases (contact lists, directories, etc.).

5. Customer Service

Provide assistance and information to clients, customers, and employees.

Address complaints or issues professionally and escalate when necessary.

6. Safety & Compliance

Ensure compliance with office security procedures.

Coordinate with building management for access cards, passes, and facility needs.

Skills & Competencies

Excellent verbal and written communication skills.

Strong interpersonal and customer service abilities.

Proficiency in MS Office (Word, Excel, Outlook).

Good organizational and time-management skills.

Ability to multitask and handle stressful situations calmly.