- Manage front office administration and interact with internal clients for day-to-day operational challenges.
- Manage office vehicle schedules.
- Maintain reception, lobby area, and washrooms to ensure high standards of housekeeping and upkeep.
- Respond immediately to priority calls and facilities-related issues during the shift and follow the escalation process.
- Handle Visitor Management Tool.
- Maintain timely MIS and databases, such as Snag List and Daily Checklist.
- Conduct daily inspections for cleanliness and hygiene and take corrective actions as needed.
- Direct daily facility operations (Soft Services), including invoice management, cafeteria operations, and vendor coordination.
- Support site team with hotel bookings and guest travel arrangements.
- Allocate jobs and deploy manpower for daily activities.
- Coordinate with building management for automated parking allocation and ensure timely entry and deletion of vehicles on the portal for smooth basement parking access.
Responsibilities:
Visitor Management Tool and Process:
- Ensure visitors adhere to safety norms within office premises.
- Ensure visitors report at reception before being escorted.
- Maintain daily visitor reports.
- Ensure safety guidelines are downloaded for all visitors.
- Ensure visitors fill out health declaration forms.
- Ensure COVID-19 guidelines are downloaded for all visitors.
- Report issues related to the VMS portal to the concerned team.
- Ensure visitors enter required details in the VMS.
Zoho Tool Complaints and Issue Redressal:
- Manage internal staff facility requests via the ticketing tool.
- Receive and respond to approval requests.
- Take approvals as per GAM approver (GDC Authority Levels).
- Track help desk requests and cost codes for invoice coding.
- Fulfill requests for travel, stationery, and desk relocation within timelines.
- Resolve facilities-related issues promptly.
- Maintain monthly help desk reports for MMR.
- Report issues and complaints to the manager timely.
Transportation for Staff and Guests:
- Provide safe and secure transportation for guests.
- Ensure timely vehicle arrangements to avoid delays.
- Maintain end-to-end contact with transport vendors.
- Ensure safe and secure services for guests.
- Report issues or complaints related to guest stays to the manager.
Long Stay Guest Help Desk Requests:
- Maintain details of current and future guests.
- Track hotel arrangements.
- Coordinate with hotel sales teams for proposal renewals.
- Track PR expiration and ensure timely renewal of purchase orders.
- Arrange airport transfers and local office-to-hotel transfers.
- Track flight details for safe travel.
- Ensure upkeep of office vehicles, including basic amenities, first aid, and emergency contact numbers.
Invoices and Supporting Sheets:
- Maintain records of courier, newspaper, vehicle, mobile, and data card connections.
- Maintain monthly supporting sheets for vendor invoices.
- Ensure timely invoice processing for payments.
- Coordinate with vendors for IT asset quotes and delivery.
- Ensure expenses align with the concerned project/business and assigned purchase orders.
- Submit all vendor invoices to finance on time.
Induction Related (Photo ID, Access Cards, Visiting Cards):
- Maintain records of ID cards, lanyards, and access cards issued to new joiners.
- Provide required amenities to employees as per Atkins norms.
- Maintain building access card tracker for joiners, movers, and leavers (JML).
Courier Service, Subscriptions (Magazines/Newspapers):
- Maintain monthly records of incoming and outgoing couriers.
- Track serviceable pin codes of courier providers.
- Coordinate with courier providers for IT asset quotations.
- Prepare documents as per courier customs requirements.
- Take approvals as per GAM approver (GDC Authority Levels).
- Ensure courier costs are charged to respective department cost codes.
Parking:
- Maintain records of two-wheeler and four-wheeler parking.
- Assign parking access as per company policy.
- Track parking access records as per DLF parking guidelines.
- Ensure employees have parking facilities as per company policy.
First Aid:
- Maintain first-aid boxes.
- Track manufacturing and expiration dates of first aid items as per HSSE guidelines.
- Coordinate with vendors to procure required first aid stock.
Housekeeping (HK) Programmed Schedule:
- Ensure adherence to programmed housekeeping schedules and report issues to the manager.
- Ensure cleaners maintain washrooms and general areas, and report discrepancies.
- List other scheduled housekeeping contractors.
- Coordinate and track feminine hygiene bins and gloves disposal services.
- Maintain records of feminine hygiene vending machines and inform the concerned team for procurement.
HK Stock Inventory and Chemical Cleaning Utilisation:
- Maintain stock registers and daily consumables trackers.
- Track consumables monthly.
- Ensure timely order placement.
- Train housekeeping staff and maintain SDS for chemicals used.
Pantry Stock Inventory and Utilisation:
- Maintain stock registers.
- Track daily consumables monthly.
- Ensure timely order placement.
- Complete all action items recorded in daily reports.
Stationery Indent/Stock Inventory Management, Crockery & Cutlery Tracking:
- Maintain reports and records.
- Maintain stock registers.
- Track daily consumables monthly.
- Ensure timely order placement.
- Deploy staff for tasks like loading paper in printers and plotters.
- Maintain crockery and cutlery records.
- Coordinate with vendors for quotations.
- Track damaged items for timely replacement.
- Maintain monthly tracker records.
Minimum Education Qualification:
- Bachelor s degree in any discipline (preferred: Hospitality, Business Administration, or Office Management).
- Alternatively, 12th pass with a diploma in Front Office Operations or Office Administration may be considered for candidates with strong experience.
Minimum Experience Requirement:
- 2 to 4 years of relevant experience in front office, facilities coordination, or administrative support in a corporate or hospitality environment.
- Familiarity with visitor management systems (VMS), Zoho ticketing tools, vendor coordination, and soft services is essential.
