Job Title: Front Office Executive cum Coordinator

Department: Administration

Work Location: On-Site

Employment Type: Full-Time The Front Office Executive cum Coordinator will provide dedicated administrative and operational support to three Project Heads (PHs).

Key Responsibilities

A. Scheduling & Calendar Management

▸ Maintain and manage individual meeting and visit schedules for all 3 Project Heads (PHs).

▸ Maintain a consolidated joint meeting schedule for PHs and Directors.

▸ Proactively identify and flag any scheduling overlaps or conflicts in the common calendar.

▸ Send timely advance reminders to PHs and relevant stakeholders for upcoming meetings, visits, and deadlines.

▸ Coordinate and line up daily internal team discussions, ensuring the respective PH is looped in.

▸ Book appointments on behalf of PHs and coordinate external appointments for PHs.

▸ Assist in appraisal for PHs.

B. HR & Administrative Systems

▸ Maintain accurate and up-to-date time sheets for all PHs.

▸ Update and manage PH-related applications and records on GreytHR (HRMS platform).

C. Reception & Front-Desk Management

▸ Handle front-desk/reception duties for 3–5 hours daily, including greeting visitors, managing calls, and directing queries.

▸ Maintain a professional and welcoming office environment at the reception area.

D. Email & Communication Management





▸ Monitor and review incoming emails on behalf of PHs.

▸ Highlight and escalate important or time-sensitive emails requiring PH attention.

▸ Draft or relay routine responses as directed.

E. General Administrative Support

▸ Handle day-to-day administrative requirements for PHs and the office.

▸ Coordinate logistics for meetings (venue, equipment, refreshments where applicable).

▸ Maintain confidentiality and professionalism in all tasks and communications.

▸ Assist in preparing documents, presentations, and reports as needed.

Required Skills

▸ Excellent organisational & time management skills

▸ Proficiency in MS Office (Word, Excel, Outlook, Teams)

▸ Robust written and verbal communication

▸ Ability to handle multiple executives simultaneously

▸ Discreet and trustworthy with confidential information

▸ Calm under pressure with strong attention to detail

▸ Proactive and self-motivated

▸ Professional front-desk demeanour

Warm regards,

HR| APICES Studio Pvt Ltd

Corp. Off: 203, Lodha Supremus-I, Road No. 22, Wagale Estate, Thane West – 400 604

Contact : 73042 07381/ 98929 29740 | Visit us at: www.apices.in

Pay: Up to ₹263,513.20 per year

Education

- Bachelor's (Required)

Work Location: In person

📌 Front Office Executive cum Coordinator (Thane)
🏢 Apices Studio Private
📍 Thane