Job Description: Receptionist

Position: Front office executive Admin
Location: HO
Employment Type: Full-time

Overview:

The Receptionist will serve as the first point of contact for the organization, providing a warm welcome to visitors and ensuring smooth communication within the office. This role involves a variety of administrative and clerical tasks to support the office operations and enhance the overall office setting.

Key Roles and Responsibilities:

1. Reception and Call Handling:
- Manage incoming calls using EPABX systems, ensuring accurate and efficient call transfers.
- Handle inquiries and direct calls to appropriate departments or personnel.

- Guest Relations:

- Provide a warm and professional welcome to all visitors.
- Assist visitors with their needs and ensure a positive experience.
- Manage visitor log.

- Supervision of Office Boys:

- Oversee the tasks and performance of office boys.
- Assign duties and ensure completion of tasks.

- Office Maintenance and Cleanliness:

- Coordinate with the housekeeping team to maintain the office's cleanliness and hygiene.
- Ensure regular cleaning schedules are followed and address any maintenance issues promptly.

- Petty Cash Management:

- Maintain and accurately record petty cash transactions.
- Ensure proper documentation and reconciliation of petty cash.

- Asset, Stationery and Grocery Management:

- Maintaining asset purchase and AMC data so as to organise regular timely services.
- Handle the ordering of office stationery and grocery items.
- Maintain inventory records and ensure adequate supplies are available.

- Expenditure Documentation and Analysis:

- Document and analyze office expenditures.
- Identify and implement corrective measures to reduce wastage and optimize costs.

- Confidentiality and Professional Conduct:

- Maintain confidentiality of all office information.




- Avoid being overly friendly with visitors to maintain professionalism.

- Driver Coordination:

- Organize and schedule drivers to ensure availability for management at all times.
- Coordinate driver assignments and track their schedules.

- Courier Management:

- Handle all incoming and outgoing couriers, ensuring complete follow-up until the courier reaches its final destination.
- Maintain records of courier transactions.

- Porter/Delivery Services:

- Book and follow up with porter services like Wefast as needed.
- Ensure timely and accurate delivery of items.

- Additional Responsibilities:

- Take on additional tasks and responsibilities as required to support the smooth operation of the office.

Qualifications:

- High school diploma or equivalent; additional qualifications as a receptionist or relevant field is a plus.
- Proven work experience as a receptionist, front office representative, or similar role.
- Proficiency in Microsoft Office, Microsoft Excel.
- Hands-on experience with office equipment (e.g., EPABX, printers).
- Skilled attitude and appearance.
- Excellent organizational and multitasking skills.
- Robust written and verbal communication skills.
- Ability to maintain confidentiality.

Key Competencies:

- Interpersonal Skills: Ability to create a welcoming and professional atmosphere for visitors and staff.
- Attention to Detail: Ensure accuracy in call handling, record-keeping, and financial management.
- Time Management: Efficiently manage time and prioritize tasks to ensure smooth office operations.
- Problem-Solving: Ability to handle unexpected situations and provide solutions promptly.

Working Conditions:

- Office environment with standard working hours.
- May require occasional overtime or flexible hours based on office needs.

This job description is intended to provide a general overview of the role and responsibilities. It is not exhaustive and may be subject to change based on organizational needs.

📌 Front Office Receptionist (Mumbai)
🏢 Irise India
📍 Mumbai