Front Office Receptionist

Job Description Front Office & Admin Executive

Summary

The Front Office & Admin Executive is responsible for managing reception activities, guest relations, administrative operations, vendor coordination, courier handling, tracking, and facility maintenance. The role requires excellent communication skills, strong follow-up ability, and hands-on expertise in MS Excel, documentation, and front-office operations.

Key Responsibilities

Front Office & Reception Management

• Greet and welcome visitors, walk-ins, and clients in a professional manner.
• Maintain the visitor logbook with accurate names, contact details, and purpose of visit.
• Handle all incoming calls, direct them to the respective departments, or take accurate messages.
• Manage bookings for boardrooms, palette rooms, and other meeting spaces.
• Ensure all meeting rooms are clean, well-arranged, and ready as per schedule.
• Monitor the condition of office facilities, including cleanliness, maintenance schedules, and repairs, to ensure a safe work environment.
• Organize lunch and snacks for employees.
• Maintaining valid documents related to Rental Agreements / AMC - AC & DG and its renewal.
• Maintaining and updating of GMC /GPA by month-on-month addition & deletion.
• Process monthly retainership charges.
• Verify documents and obtain approval to release rental advances for newly hired staff accommodation.
• Ensure that required printed materials and stationery are printed and distributed to respective sites.
• Coordinate site-related tasks such as ID card distribution, birthday gifts, Ayudha Pooja gift distribution, and staff medical arrangements etc.
• Manage air travel bookings and coordinate for road travel arrangements.
• Manage hotel arrangements for meetings and other company requirements.
• Manage recruitment portal.
• Support and schedule interview with candidates

Administrative Operations

• Organize and maintain office files, important documents, and confidential records systematically.
• Handle stationery requests, procurement, stock maintenance, and bill processing.
• Manage Employee ID card printing and issuance.
• Handle travel bookings and cab arrangements for employees as required.
• Verify invoices and hand them over to the Finance Department for further processing.

Courier, Register & Tracking Management

• Manage all incoming and outgoing couriers with proper documentation.
• Maintain courier tracking records including receiving, issuing, and follow-ups.
• Update the Movement Register, Inward/Outward Register, Courier Register, and Daily Tracker reports regularly.

Vendor Coordination & Payment Follow-up

• Coordinate with various service vendors such as:
• Coffee/Tea vendor
• Housekeeping
• IT/Laptop vendor
• Wi-Fi/Internet provider
• Printing vendor
• Rent & Electricity services
• Process vendor invoices and maintain pending payment trackers.
• Follow up with the Finance team to clear vendor payments and reimbursements.
• Monitor vendor service quality and escalate issues when required.

Facility & Housekeeping Supervision

• Coordinate facility repairs, preventive maintenance, and AMC-related activities.
• Ensure housekeeping standards are maintained across the office premises.

Skills & Requirements

• Excellent communication and interpersonal skills.
• 2 to 3 Years of experienced candidates can apply.
• Degree holders or candidates from related fields preferred.
• Strong knowledge of front office operations, guest relations, and administrative workflows.
• Proficiency in MS Excel (trackers, registers, inventory sheets).
• Experience in documentation, tracking systems, and record maintenance.
• Ability to multitask, prioritize tasks, and manage confidential information.
• Strong coordination, follow-up, and problem-solving skills.