Front Office & Facilities Executive

Role Overview
The Front Office & Facilities Executive is responsible for managing reception operations, supporting day-to-day office administration, and coordinating facilities services to maintain a safe, organised, welcoming and efficient workplace. The role includes front office support, vendor coordination, office supplies and inventory control, administrative record keeping, coordination of housekeeping and pantry support staff, and logistical assistance for internal activities and office events.

Front Office Operations

· Manage reception operations, including greeting visitors, handling incoming calls and maintaining a professional and welcoming environment.

· Coordinate incoming and outgoing mail, courier services and document dispatches, maintaining records where required.

· Coordinate visitor access and hospitality arrangements in line with office procedures and workplace security requirements.

· Ensure the reception area is clean, organised and presentable, with adequate stationery and other front office supplies.

· Respond to general enquiries from employees and visitors and direct requests to the appropriate teams.

· Maintain visitor logs and inform the relevant employee or team when visitors arrive.

Facilities & Office Administration

· Coordinate day-to-day facilities activities, including office maintenance, housekeeping, pantry operations and general workplace upkeep.

· Raise and follow up on maintenance requests and coordinate with vendors and service providers to ensure timely resolution of issues.

· Manage replenishment requests for stationery, pantry consumables, housekeeping materials and other office supplies, following internal approval processes.

· Coordinate daily tasks and weekly/Saturday duty allocations for housekeeping and pantry support staff, and monitor completion of assigned duties.

· Coordinate conference room bookings and ensure meeting rooms are prepared for meetings and business requirements.

· Maintain daily task lists and follow up on pending administrative activities.

· Maintain daily attendance, entry/exit records, and overtime (OT) tracking for support staff, delivery riders, and drivers.

· Coordinate printing and distribution of visiting cards for new joiners and existing employees, as required.

· Provide administrative support to HR, IT, Finance, management and other internal teams as required.

· Maintain clear records of pending issues and provide regular status updates to the reporting manager.

· Carry out other reasonable administrative and facilities-related responsibilities assigned by the reporting manager.

Records, Inventory & Workplace Support

· Maintain accurate administrative records, Excel trackers and checklists, including returnable and non-returnable gate passes, godown inventory, conference room schedules, medicine and first-aid inventory.

· Monitor stock levels and consumption of office consumables and raise timely replenishment requests.

· Maintain inventory and movement records for materials and supplies stored in the office or godown.

· Coordinate the issue, return and tracking of office supplies and other administrative materials.

· Report workplace safety, hygiene or maintenance concerns to the appropriate stakeholder and follow up until closure.

· Support upkeep of first-aid supplies and ensure shortages or expired items are reported promptly for replacement.

· Maintain confidentiality of office records and employee or visitor information handled as part of the role.

· Adhere to internal approval processes, documentation standards and applicable workplace policies.

Vendor & Service Coordination

· Coordinate with vendors for housekeeping, pantry supplies, stationery, repairs, maintenance and other administrative requirements.

· Follow up on purchase requests, deliveries, pending orders and service issues to ensure timely closure.

· Verify delivered goods against the relevant order or request and report discrepancies to the reporting manager.

· Collect invoices, delivery notes and supporting documents and submit them for approvals and processing.

· Maintain updated vendor contact details and service records and escalate recurring service concerns.

Event & Meeting Support

· Coordinate logistics for internal meetings, employee engagement activities, office celebrations and other administrative events.

· Arrange meeting rooms, seating, refreshments, stationery and other required materials based on approved requests.

· Track event-related supplies and maintain records of materials issued and returned.

· Support event-related administrative and logistical activities to ensure smooth execution of assigned tasks.

Coordination & Communication

· Respond to routine requests from employees and provide timely updates on administrative and facilities matters.

· Coordinate with IT and other teams for office equipment, access or workplace support requirements, as applicable.

Required Qualifications & Experience

· Graduate in any discipline, a diploma or certification in office administration or facilities management is an advantage.

· Approximately 2–4 years of experience in front office, office administration, facilities coordination or a similar role.

· Basic working knowledge of MS Office, particularly Excel, email and maintaining trackers.

· Experience in coordinating with vendors, support staff and internal stakeholders is required.

· Ability to maintain accurate records, follow processes and manage routine tasks in a timely manner.

Pay: ₹40,000.00 - ₹45,000.00 per month

Benefits:

• Health insurance
• Provident Fund

Work Location: In person