The Front Office Executive is responsible for managing the front office operations and creating a positive first impression for visitors, clients, parents, students, and employees. The role involves handling reception duties, managing communication, coordinating appointments, maintaining records, and providing administrative support to ensure the smooth functioning of the organization.

Key Responsibilities

Front Office Operations

- Greet and welcome visitors, parents, students, clients, and vendors in a professional and courteous manner.

- Manage the reception area, ensuring it is clean, organized, and presentable at all times.

- Maintain visitor logs and issue visitor passes as per organizational policy.

Communication

- Answer, screen, and transfer incoming telephone calls.

- Respond to emails and general inquiries promptly and professionally.

- Take accurate messages and ensure timely communication with concerned departments.

Administrative Support

- Maintain front office records, registers, and documentation.

- Handle incoming and outgoing mail, couriers, and parcels.

- Schedule appointments, meetings, and conference room bookings.

- Assist with data entry, filing, photocopying, scanning, and document management.

Coordination

- Coordinate with HR, Administration, Accounts, and other departments for smooth day-to-day operations.

- Support employee onboarding by assisting with visitor management and documentation.

- Assist in organizing meetings, events, and office activities.





Customer Service

- Address visitor and customer queries professionally and escalate concerns when required.

- Ensure a pleasant experience for all visitors by providing accurate information and prompt assistance.

Office Support

- Monitor office stationery and reception supplies and raise purchase requests when required.

- Coordinate with housekeeping and maintenance staff to maintain the reception and waiting area.

- Ensure office equipment at the reception is functioning properly.

Required Qualifications

- Bachelor's degree in any discipline.

- 13 years of experience in front office, reception, customer service, or administrative roles.

- Freshers with excellent communication and interpersonal skills may also apply.

Skills Required

- Excellent verbal and written communication skills.

- Professional appearance and positive attitude.

- Strong customer service and interpersonal skills.

- Good organizational and multitasking abilities.

- Proficiency in Microsoft Office (Word, Excel, Outlook).

- Familiarity with office equipment such as EPABX systems, printers, scanners, and photocopiers.

- Ability to work under pressure while maintaining professionalism.

Preferred Qualities

- Pleasant personality with a customer-focused approach.

- Robust attention to detail.

- Time management and problem-solving skills.

- Ability to maintain confidentiality.

- Team player with a proactive mindset.

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📌 Front Office Executive (Pune)
🏢 Dhruv Global School
📍 Pune