Key Responsibilities

1. Front Desk Management

- Manage the reception area and ensure it is neat, organised, and presentable at all times, creating a skilled and welcoming environment for employees and visitors.
- Receive, greet, and assist visitors, guests, candidates, vendors, customers, and other stakeholders courteously and professionally.
- Attend, screen, and route incoming telephone calls to the appropriate departments or personnel while maintaining proper telephone etiquette.
- Maintain visitor records and ensure compliance with visitor entry and security protocols.
- Coordinate visitor access, meeting room arrangements, and refreshments whenever required.
- Handle general inquiries and provide accurate information or direct individuals to the appropriate point of contact.
- Ensure the reception desk is adequately stocked with necessary office materials and information.

2. Administrative Support

- Provide day-to-day administrative support to various departments as and when required.
- Maintain records and documentation related to office administration in an accurate and organised manner.
- Coordinate courier services, incoming and outgoing mail, and dispatch activities, ensuring timely delivery and proper documentation.
- Manage office stationery, pantry supplies, and other consumables by monitoring stock levels and initiating timely replenishment.
- Maintain records of office assets, including allocation and movement, as required.
- Assist in preparing and maintaining administrative reports, trackers, and other documentation related to office administration activities.
- Support departmental requirements for printing, scanning, filing, and document management whenever necessary.

3. Meeting and Event Coordination

- Coordinate meeting room bookings and ensure meeting rooms are properly arranged and equipped before scheduled meetings.
- Arrange refreshments and other logistical requirements for internal and external meetings as required.
- Assist in organising internal meetings, training programs, employee engagement initiatives, and company events.
- Coordinate administrative arrangements for guest visits, management meetings, and special occasions.
- Support the planning and execution of company-wide events and celebrations held at the office.

4. Vendor Coordination

- Coordinate with office administration vendors,



including housekeeping agencies, courier service providers, travel agencies, facility management vendors, and maintenance service providers.
- Follow up with vendors to ensure timely delivery of services and resolution of issues.
- Maintain vendor contact details and relevant service records.
- Coordinate periodic maintenance activities with vendors to ensure uninterrupted office operations.
- Escalate unresolved issues to the reporting manager whenever necessary.

5. Office Administration Support

- Ensure the smooth day-to-day functioning of the office premises.
- Coordinate with housekeeping and facility management teams to maintain office cleanliness, hygiene, and upkeep.
- Monitor office infrastructure and report maintenance requirements related to electrical, plumbing, furniture, air conditioning, or other facilities.
- Ensure common office areas are maintained cleanly and professionally.
- Assist in implementing office administration processes and best practices to enhance operational efficiency.
- Support employees with administrative requirements and coordinate with relevant stakeholders for timely resolution.

6. Compliance and Reporting

- Maintain accurate administrative records, reports, and trackers as required by the organisation.
- Ensure adherence to company policies, office protocols, and administrative procedures.
- Maintain confidentiality of administrative and organisational information.
- Prepare periodic administrative reports and provide updates to the reporting manager whenever required.
- Perform any other responsibilities assigned by the reporting manager from time to time.

7. Employee Engagement Activities

- Coordinate employee birthday celebrations, including decorations, cake arrangements, and other related activities.
- Assist in organising employee engagement initiatives, festive celebrations, and cultural events.




- Ensure timely planning and smooth execution of employee-related celebrations and activities.

8. AMC (Annual Maintenance Contract) Management

- Maintain and update the Annual Maintenance Contract (AMC) calendar for all office equipment and facilities.
- Track AMC renewal dates and coordinate with vendors for timely service and contract renewals.
- Maintain records of AMC agreements, service schedules, and vendor details.
- Follow up on preventive maintenance activities to ensure proper functioning of office equipment and infrastructure.
- Escalate any delays or service-related issues to the reporting manager.

Competencies Required

Functional Competencies

- Front Desk and Reception Management.
- Office Administration and Coordination.
- Vendor Management.
- Meeting and Event Coordination.
- Record Management and Documentation.
- Inventory Management (Stationery and Pantry Supplies).
- Travel and Courier Coordination.
- Basic MS Office Skills (Word, Excel, Outlook and PowerPoint).
- Administrative Reporting and Documentation.

Behavioural Competencies

- Excellent verbal and written communication skills.
- Professional appearance and telephone etiquette.
- Customer service orientation.
- Strong interpersonal and relationship management skills.
- High level of integrity and confidentiality.
- Good organisational and time management skills.
- Attention to detail and accuracy.
- Ability to multitask and prioritise work effectively.
- Problem-solving and coordination skills.
- Proactive and positive attitude towards work.
- Ability to work collaboratively with cross-functional teams.
- Flexibility and willingness to take ownership of administrative responsibilities.

Key Attributes

- Pleasant and professional personality.
- Presentable and well-groomed appearance.
- Strong sense of ownership and accountability.
- Ability to remain calm and courteous while handling multiple stakeholders.
- Service-oriented mindset with a focus on delivering a seamless employee and visitor experience.

Educational Qualification

- Graduate in any discipline from a recognised university.

Experience Required

- 1 to 4 years of relevant experience in Front Desk Operations, Office Administration, or Administrative Support.
- Experience in handling visitors, office administration activities, and vendor coordination will be preferred.

📌 Front Desk Officer (Mumbai)
🏢 Ascent Meditech
📍 Mumbai