Reception Executive

Location:

1. Position Overview

Receptionist cum Office Administrator

2. Key Responsibilities

A. Reception & Front Desk Management

• Welcome visitors and manage front-desk operations professionally.
• Handle all incoming calls, emails, and messages.
• Maintain visitor registers, appointment logs, and access control protocols.
• Keep the reception area clean, organized, and presentable at all times.

B. Employee Attendance, Punching & Time Discipline Monitoring

• Enforce strict punching compliance during:
• Office entry
• Office exit
• Lunch break
• Morning & evening breaks
• Perform surprise checks at the gate.
• Prepare and share daily attendance reports with HR.
• Report non-compliance or repeated deviations immediately.

C. Office Material & Inventory Management

• Maintain

  Inward & Outward Material Register

  as per SOP.
• Monitor and control movement of all office equipment, assets, and consumables.
• Maintain updated inventory records for:
• Corporate Office (all floors)
• Training Center
• Guest House
• Store Rooms
• Ensure

  no material is moved

  without prior approval and documentation.
• Conduct

  monthly stock audits

  and share reports with HR & Admin.

D. Courier & Dispatch Management

• Manage all inward couriers and dispatch activities.
• Maintain Inward & Outward Courier Registers.
• Track and confirm all outgoing courier deliveries.
• Coordinate with courier service providers and maintain expense log.
• Handle confidential dispatches such as:
• Cheques
• Agreements
• Tenders
• Client documents

E. Multi-Location Visits & Inventory Verification (New Section Added)

• Perform scheduled and surprise visits to:
• Corporate Office (multiple floors)
• Training Center
• Guest House
• Any additional company-managed premises
• Check inventory, asset availability, conditions, and misuse issues.
• Verify unauthorized movement, shortages, or damage.
• Submit inspection reports after every visit.
• Update asset movement logs and raise discrepancies.

F. Local Purchase Visits (New Section Added)

• Visit local vendors for urgent purchase requirements such as:
• Stationery
• Office supplies
• Pantry items
• Cleaning materials
• Small equipment or repair items
• Maintain purchase records and ensure proper documentation with bills.
• Follow price comparison practices for cost-effective purchasing.
• Coordinate with Accounts for vendor payments and bill submissions.

G. Administration Support for Company Event Management (New Section Added)

• Assist in arrangements for:
• Internal meetings
• Training sessions
• Seminars
• Workshops
• Festivals & corporate events
• Manage:
• Venue preparation
• Seating arrangements
• Food & refreshments
• Audio-visual setups
• Guest coordination
• Coordinate with vendors for event-related purchases & logistics.

H. Travel Coordination: Ticket & Stay Booking (New Section Added)

• Handle travel bookings for:
• Consultants
• Trainers
• Senior management
• Visiting clients
• Book:
• Air tickets
• Train tickets
• Cab/Local transport
• Hotel accommodations / Guest House arrangements
• Maintain a Travel Booking Register with:
• Travel dates
• PNR numbers
• Guest names
• Billing details
• Ensure cost-effective bookings and timely confirmations.
• Coordinate with employees for itinerary sharing and changes.

I. Office & Facility Cleanliness Management

• Monitor housekeeping boys and ensure cleaning as per schedule.
• Maintain cleanliness checklists for:
• Workstations
• Meeting rooms
• Pantry
• Training Center
• Guest House
• Raise maintenance issues and follow up until resolved.

J. Office Security & Access Control

• Must be present at gate/reception:

• 15 minutes before office opening

• 10 minutes after closing

• Enforce:
• Punching rules
• Visitor protocol
• Material movement SOP
• Coordinate with building security for entry/exit access.

K. General Administrative Support

• Manage meeting room bookings.
• Handle document printing, scanning, photocopying.
• Assist HR in scheduling interviews & candidate coordination.
• Maintain pantry stock, AMC renewals, and service request logs.
• Prepare daily MIS reports for admin operations.

3. Required Competencies

• Strong communication skills in English, Hindi, Gujarati (preferred).
• Excellent computer skills: Excel, Word, Email, Digital Tracking.
• High discipline, integrity, and ability to enforce rules.
• Assertiveness with a polite and professional approach.
• Strong observation and multitasking abilities.
• Ability to work independently with minimal supervision.

4. Qualifications & Experience

• Graduate (BBA, B.Com, BA preferred).
• 24 years experience in Admin or Reception roles.
• Experience in travel booking, inventory management & event support is preferred.
• Corporate office experience is an advantage.

5. Working Hours

• Monday to Friday:

  9:00 AM 6:30 PM

• Saturday:

  9:00 AM – 4:30 PM
• Mandatory presence:

• 08:45 AM

  at office gate/reception
• Till

  6:40 PM (Mon–Fri)

  and

  4:40 PM (Sat)

6. Key Performance Indicators (KPIs)

• Zero deviations in attendance/punching compliance.
• Timely and accurate courier management.
• 100% inventory update and no missing assets.
• Timely completion of local purchases.
• Smooth event logistics & travel arrangements.
• Cleanliness satisfaction across all premises.
• Compliance with admin SOPs and reporting timelines.

Immediate joiners may connect over WhatsApp at