Office Executive

JOB DESCRIPTION  Attend phone calls, emails, and WhatsApp inquiries in a polite and professional manner. Assist and attend walk-ins at the office. Provide information to walk-ins  Schedule appointments and meetings. Ensure cleanliness and upkeep of the reception and client areas. Manage daily office supplies and stationery requirements. Collect, verify, and organize office documents with strict confidentiality and secrecy  Scan, copy, and maintain proper digital and physical records of documents. Assist in preparing visa application forms and supporting documents. Draft basic covering letters and supporting letters under guidance. Data Enter client and office data and case data into computer / company software / Excel sheets as needed Maintain updated checklists/templates for different visa categories. Follow up with clients for missing or pending documents. Track courier deliveries and maintain acknowledgment records. Make calls and write emails to vendors, clients, and partners. Provide initial screening and checks for profiles before escalating to seniors. Update clients as and when needed  Track application progress on portals Handle basic client queries and escalate cases to senior staff. Support senior staff during client briefing sessions Collect client feedback after service completion and encourage reviews. Coordinate other office-related tasks. Maintain updated contact lists of embassies, VFS centers, airlines, and vendors. Assist in preparing invoices, receipts, and follow-ups for client payments. Maintain petty cash records for office-related expenses. Prepare daily/weekly inquiry and application status reports for management. Support HR/admin team during training or onboarding of new staff. Coordinate with IT/admin for smooth functioning of office systems (printers, internet, software logins). Participate in training sessions to improve knowledge of company services. Assist marketing team with basic tasks such as creating and posting on social media. Conduct market/competitor research and update team Gradually take responsibility for handling independent cases end-to-end. CANDIDATE PROFILE Clear, polite, and professional spoken English and Hindi (any additional language is a plus). Basic English writing skills for drafting emails and letters. Good listening ability Pleasant telephone and front-desk manner. Attention to detail Basic MS Office skills (Word, Excel) Comfort with digital record-keeping. Usage of Laptop / scanner / Printer Ability to maintain checklists, trackers, and filing systems. Time management to handle multiple small tasks efficiently. Ability to follow instructions and standard operating procedures accurately. Willingness to cross-check forms, details, and client submissions carefully. Curiosity to learn and apply them consistently. Confidentiality and integrity Smart, presentable, and well-groomed appearance. Punctual, reliable, and willing to occasionally work longer hours in peak visa season or as needed for the benefit of the company. Positive attitude and eagerness to learn visa industry skills. Interest in travel, visas, or international processes. Ability to pick up new knowledge quickly Confidence to gradually handle independent client cases under supervision.