Front Office Executive (Female)

Job Title:

Location:

Objective:

To provide professional and courteous front office support and ensure the smooth operation of the university's reception, serving as the first point of contact for students, visitors, and employees.

The Front Office Executive is responsible for managing front desk operations, greeting and guiding guests, handling communications and inquiries, and supporting administrative functions to maintain the universitys welcoming and organized environment.

Key Roles and Responsibilities:

1. Reception & Visitor Management

• Greet and welcome visitors with warmth and professionalism.
• Maintain accurate visitor records using the visitor management register/system.
• Issue visitor passes and ensures identification protocols are strictly followed.
• Notify relevant departments/persons promptly upon a visitor's arrival.

2. Communication Handling

• Manage and screen incoming phone calls, emails, and messages.
• Redirect calls to appropriate departments or personnel efficiently.
• Provide accurate information about university departments, programs, and contact points.

3. Administrative Support

• Receive and distribute incoming mail and courier packages.
• Schedule appointments and manage calendars when required.
• Support HR/Admin with clerical duties like data entry, filing, photocopying, etc.

4. Campus Navigation

• Guide students, staff, and visitors regarding campus blocks, departments, and facilities.
• Keep brochures, maps, and event information available and updated at the reception.

5. Professional Representation

• Maintain a tidy, welcoming, and well-organized front desk area.
• Present a professional appearance and polite demeanor at all times.
• Act as a brand ambassador of the university at the reception.

6. Event Support

• Assist in managing front desk operations during university events, conferences, and VIP visits.
• Coordinate with security and event teams for smooth visitor handling.

7. Record Management

• Maintain a daily log of inquiries, visitor feedback, and issues.
• Report any unusual incidents or observations to the Sr. Administrative Officer.

Standard Protocols:

• Always maintain a courteous, positive, and helpful attitude.
• Uphold confidentiality of internal records and personal details of students/staff.
• Stay updated with organizational changes, contact lists, and university policies.
• Log and escalate visitor feedback or issues for timely resolution.

Qualification & Experience:

• Graduate in any discipline (preferred: Administration, Hospitality, Communication).
• Minimum 1 to 5 years of experience in front office or administrative support roles.
• Experience in an academic or institutional setup will be an added advantage.

Key Skills:

• Strong verbal and written communication (in Hindi and English).
• Excellent interpersonal and customer service skills.
• Proficiency in MS Office, email handling, and office equipment usage.
• Ability to multitask and remain calm under pressure.
• High standards of personal presentation and etiquette.

Please share your resume at dharamveersingh.ranawat@gla.ac.in