OFFICE RECEPTIONIST

Organization: Universal Biotechnology Private Limited

Open for Location: New Delhi

Position Summary:

The Office Receptionist will be the first point of contact for visitors, callers, candidates, and service providers. The position involves managing reception, directing enquiries, coordinating appointments, handling correspondence, and providing routine office support.

The ideal candidate should communicate clearly, maintain accurate records, and create a welcoming and professional experience for everyone contacting or visiting the office.

Primary Responsibilities:

• Welcome visitors, identify the purpose of their visit, inform the concerned employee, and guide visitors according to office procedures.
• Maintain the visitor register, issue visitor passes where applicable, and ensure visitors enter designated areas with appropriate authorisation.
• Answer incoming telephone calls courteously, connect callers to the correct department, and record complete messages when employees are unavailable.
• Record customer and business enquiries with contact details and requirements; forward them promptly to Sales, Customer Support, Technical Support, or the relevant department.
• Coordinate visitor appointments, interview arrivals, and meeting room bookings with the concerned employees.
• Keep the reception and waiting areas clean, orderly, and ready for visitors; coordinate housekeeping and refreshments when required.
• Receive, record, and distribute incoming letters, documents, parcels, and couriers to the intended recipients.
• Arrange approved outgoing couriers, check recipient details, retain dispatch records, and track delivery when requested.
• Monitor reception stationery and basic office supplies, and submit replenishment requirements to the administrative supervisor.
• Assist with printing, scanning, photocopying, filing, data entry, and preparation of routine administrative records.
• Support HR with candidate communication, interview coordination, and document collection as instructed.
• Coordinate with housekeeping, pantry staff, vendors, and maintenance personnel for assigned office requirements; report unresolved issues promptly.
• Maintain visitor, call, courier, and appointment records, and provide updates on pending matters to the reporting supervisor.
• Protect confidential information and follow company procedures when handling documents, sharing contact details, or responding to enquiries.

Qualifications

• Graduate in any discipline.
• Preferably 0–2 years of experience in reception, front office, customer service, or administrative support.
• Fresh graduates with good communication and computer skills may also apply.
• Training in front office management, hospitality, or office administration will be an advantage.

Other Requirements

Preferred Background

• Previous exposure to a corporate office, distribution business, healthcare organisation, laboratory, or service-based company.
• Experience handling telephone enquiries, visitor coordination, appointments, and courier records.
• Familiarity with routine office documentation and administrative coordination.

Other Requirements

• Clear spoken communication in English and Hindi, with the ability to write simple professional emails.
• Basic working knowledge of MS Word, Excel, Google Sheets, email, and calendar applications.
• Courteous telephone etiquette and a professional, presentable appearance.
• Ability to take accurate messages and route enquiries to the appropriate person.
• Good organisation, punctuality, attention to detail, and reliable follow-up.
• Ability to handle several front desk requests calmly and prioritise urgent requirements.
• Discretion when handling visitor information, employee details, and company documents.
• Willingness to work from the office and support assigned administrative activities.

Job Function: Reception | Front Office | Visitor Coordination | Telephone Handling | Courier Management | Administrative Support

Schedule: Full-Time | Monday to Saturday | 09:30 AM – 6:30 PM