Receptionist & Admin

About the company:

Media Fusion is a publications and trade fairs company based in Dubai, UAE and Mumbai, India. In its 17-year long stint, the company has built a wide portfolio of trade magazines and trade fairs. MFX is the company’s trade show arm, which organises B2B trade shows.

Website: www.mediafusionme.com

Job Location: Mumbai (Marol), Maharashtra

Job Duration: Full-time

Job Summary:

The Receptionist & Admin with Travel Coordination is responsible for managing front-desk duties, supporting administrative tasks, and coordinating travel arrangements for staff and executives. This role requires excellent organizational, multitasking, and communication skills, along with the ability to manage travel logistics efficiently.

Key Responsibilities:

Front Desk Management:

• Greet and welcome visitors in a professional manner.
• Answer, screen, and direct phone calls to the appropriate individuals.
• Maintain a clean and organized reception area.

Administrative Support:

• Handle day-to-day administrative tasks such as filing, photocopying, and data entry.
• Prepare and distribute correspondence, emails, and documents.
• Manage incoming and outgoing mail and deliveries.
• Maintain office supplies inventory and place orders as needed.
• Assist with scheduling meetings, conferences, and appointments.
• Provide general administrative support to different departments as needed.

Travel & Visit Visa Booking & Coordination:

• Arrange travel for employees, including booking flights, accommodation, car rentals, and transportation.
• Coordinate travel itineraries and ensure all travel arrangements are in line with company policies.
• Maintain accurate records of travel bookings and provide regular updates to staff.
• Resolve any issues that arise during travel, such as cancellations or changes in schedule.
• Liaise with travel agencies and service providers to negotiate and secure competitive rates.

Office Coordination:

• Assist in organizing office activities, events, and company-wide meetings.
• Support onboarding of new employees by preparing workstations and handling paperwork.
• Maintain and update office files, records, and databases.

Communication:

• Serve as the main point of contact for visitors, clients, and internal staff.
• Answer inquiries and provide relevant information to clients and visitors.
• Communicate travel schedules and requirements clearly to staff and executives.

Support Functions:

• Prepare travel expense reports and assist in tracking travel budgets.
• Provide support in preparing presentations, reports, and documents for meetings.
• Handle occasional accounts payable/receivable tasks related to travel and other expenses.

Qualifications & Skills:

• High school diploma or equivalent; additional qualifications in office administration or travel coordination are a plus.
• Proven experience as a receptionist, administrative assistant, or travel coordinator.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Familiarity with travel booking platforms (e.g., Expedia, Concur, or Sabre) is an advantage.
• Excellent communication and interpersonal skills.
• Strong organizational skills and attention to detail.
• Ability to manage multiple tasks and prioritize efficiently.
• Flexibility and problem-solving abilities, especially in managing last-minute travel changes.

Work Environment:

• Full-time, office-based role.
• Regular office hours with occasional need for flexibility in scheduling.
• May require occasional overtime, particularly when managing travel or urgent administrative tasks.