Job Summary:- The Front Office Executive & Administration Executive is responsible for the efficient management of front office operations, administration, facilities, transportation, security, employee support services, visitor management, and office infrastructure. The role ensures a professional, secure, safe, and well-maintained workplace environment while supporting business continuity through effective coordination with employees, vendors, facility teams, and management.

Key Responsibilities

1. Front Office Management a) Reception Operations

- Greet and welcome visitors, clients, candidates, vendors, and employees professionally.
- Act as the first point of contact for all visitors and callers.
- Maintain a positive image of the organization through professional conduct and communication.

b) Call & Correspondence Management

- Handle incoming and outgoing telephone calls.
- Screen and route calls to the appropriate departments.
- Record and communicate messages accurately.
- Manage official emails and correspondence related to administration.

c) Reception Area Management

- Ensure the reception area remains clean, organized, and presentable at all times.
- Monitor visitor seating arrangements and hospitality requirements.
- Coordinate refreshments for guests and management meetings when required.

2. Visitor Management & Access Control a) Visitor Registration

- Register all visitors through the Visitor Management System (VMS).
- Verify visitor identity and obtain necessary approvals before entry.
- Issue visitor badges/passes and maintain visitor records.

b) Visitor Coordination

- Inform concerned employees regarding visitor arrivals.
- Guide visitors to designated meeting rooms or departments.
- Ensure visitors comply with company security policies.

c) Access Control

- Monitor access to restricted and sensitive areas.
- Ensure only authorized personnel are permitted entry.
- Maintain records of visitor entry and exit details.

3. Administration & Office Operations a) Office Administration

- Manage day-to-day administrative activities.
- Maintain administrative records, files, and documents.
- Support management and departments in administrative requirements.

b) Stationery & Consumables Management

- Monitor inventory levels of stationery, pantry items, and office consumables.
- Raise purchase requisitions and coordinate procurement.
- Ensure uninterrupted availability of required office supplies.

c) Courier & Dispatch Management

- Coordinate inward and outward courier services.
- Maintain courier logs and delivery records.
- Ensure proper receipt and dispatch of company documents.

4. Attendance & Employee Movement Management a) Attendance Monitoring

- Monitor employee attendance and working hours.
- Ensure attendance records are maintained accurately.
- Verify shift attendance and movement records.

b) Leave & Movement Tracking

- Maintain records of employee leaves, permissions, and outdoor duties.
- Coordinate attendance discrepancies with HR.
- Monitor employee punch-in and punch-out records.





c) Reporting

- Generate daily and monthly attendance reports.
- Share attendance deviations with HR and department heads.

5. Biometric & Access Card Management a) Biometric System Administration

- Manage biometric attendance systems.
- Register recent employees in attendance systems.
- Update employee records as required.

b) Troubleshooting

- Coordinate with vendors and IT teams for system maintenance.
- Report system failures and ensure timely resolution.

c) Employee Support

- Train employees on attendance and biometric processes.
- Resolve attendance-related queries.

6. Security Management a) Security Compliance

- Ensure compliance with company security policies and procedures.
- Support implementation of security controls across office premises.

b) Security Monitoring

- Monitor employee and visitor movement.
- Maintain confidentiality and security of organizational assets and information.

c) Security Incident Management

- Report security breaches, suspicious activities, and incidents immediately.
- Maintain records of security violations and corrective actions.

7. Security Guard Supervision a) Main Gate Security Control

- Coordinate and supervise security guards deployed at office premises.
- Ensure strict adherence to visitor management and access control protocols.

b) Daily Security Briefing

- Conduct regular discussions with security personnel regarding security updates and concerns.
- Ensure guards remain informed about visitor protocols and emergency procedures.

c) Performance Monitoring

- Monitor security personnel performance and discipline.
- Escalate non-compliance or security concerns to management.

8. Housekeeping & Workplace Maintenance a) Housekeeping Coordination

- Coordinate with housekeeping vendors to maintain workplace cleanliness.
- Ensure regular cleaning of reception areas, meeting rooms, washrooms, cafeterias, and common areas.

b) Facility Inspection

- Conduct periodic workplace inspections.
- Identify and report maintenance requirements.

c) Service Quality Monitoring

- Monitor housekeeping service standards.
- Ensure hygiene and workplace upkeep are maintained.

9. Facility Management Coordination a) Infrastructure Maintenance

- Coordinate maintenance of office infrastructure.
- Monitor repairs related to electrical, plumbing, carpentry, HVAC, and office equipment.

b) Vendor Coordination

- Liaise with facility management vendors and service providers.
- Track service requests until closure.

c) Asset Monitoring

- Monitor office furniture and common utility assets.
- Ensure timely replacement and maintenance.

10. Transportation Management a)



Employee Transportation Coordination

- Manage employee transportation services including cabs, buses, and shuttle services.
- Coordinate daily transportation requirements for employees.

b) Vendor Management

- Liaise with transportation vendors for route planning and vehicle deployment.
- Ensure vehicles operate as per agreed service levels.

c) Shift Transportation Planning

- Prepare shift-wise transportation schedules.
- Coordinate pickup and drop arrangements for employees.

d) Transportation Compliance

- Verify driver licenses, vehicle permits, insurance, fitness certificates, and statutory documents.
- Ensure compliance with transportation safety standards.

e) Transportation Reporting

- Maintain transport utilization reports.
- Monitor transportation costs and vendor performance.
- Verify and process transport vendor invoices.

f) Employee Support

- Address transportation-related complaints and escalations.
- Coordinate emergency transport requirements during operational exigencies.

11. Power Conservation & Utility Management a) Energy Monitoring

- Ensure optimum utilization of electrical equipment.
- Promote energy-saving initiatives.

b) Utility Control

- Ensure lights, ACs, and electronic equipment are switched off when not in use.
- Monitor utility consumption and report abnormal usage.

c) Employee Awareness

- Create awareness regarding power conservation and sustainability initiatives.

12. Fire & Safety Management a) Fire Safety Compliance

- Ensure fire safety equipment remains operational.
- Monitor validity and maintenance of fire extinguishers and emergency equipment.

b) Emergency Preparedness

- Conduct fire drills and evacuation exercises.
- Educate employees on emergency response procedures.

c) Safety Inspections

- Identify workplace safety hazards.
- Coordinate corrective actions with facility and safety teams.

13. CCTV & Security Systems Monitoring a) CCTV Monitoring

- Ensure CCTV systems are operational.
- Coordinate maintenance and troubleshooting.

b) Surveillance Management

- Review CCTV records whenever required.
- Report findings related to security investigations.

c) System Maintenance

- Maintain records of CCTV uptime, breakdowns, and preventive maintenance activities.

14. Incident Management & Documentation a) Incident Reporting

- Record and report security incidents, workplace accidents, safety concerns, and operational disruptions.

b) Investigation Support

- Assist in investigations related to security, facility, or employee incidents.

c) Documentation

- Maintain proper records and supporting evidence for all incidents.

15.Compliance & Audit Support a) Policy Compliance

- Ensure compliance with company policies and administrative procedures.

b) Audit Support

- Support internal and external audits.
- Provide required records and documentation.

c) Regulatory Compliance

- Assist in maintaining statutory records related to administration, facilities, transportation, and security.

📌 Front Office & Administration Executive- Int KPO - Gurgaon (Gurugram)
🏢 Sand Martin Consultants
📍 Gurugram