Position Summary The Front Office Specialist is the first point of contact for students, parents, faculty members, visitors, government officials, industry partners, and other stakeholders visiting Ganpat University Goa. The incumbent is responsible for delivering exceptional customer service while managing front desk operations, handling enquiries, coordinating visitors, maintaining records, and providing administrative support to ensure smooth day-to-day operations of the University.

Key Responsibilities

Front Office Management

- Welcome students, parents, visitors, guests, and dignitaries professionally.
- Manage the University's reception desk efficiently during office hours.
- Answer telephone calls, emails, and general enquiries promptly.
- Direct visitors to the concerned departments and officials.
- Maintain a clean, organized, and professional reception area.

Visitor Management
- Maintain visitor entry and exit records.
- Issue visitor passes as per University protocols.
- Coordinate appointments with University officials.
- Assist VIP guests and visiting faculty members.

Student & Parent Support
- Provide information regarding admissions, academics, examinations, hostel facilities, transportation, scholarships, and university services.
- Guide students and parents to the appropriate departments.
- Handle routine queries politely and efficiently.

Communication & Coordination
- Coordinate communication between departments.
- Receive, record, and forward official correspondence.
- Manage incoming and outgoing courier, postal mail, and parcels.
- Assist in internal communication during University events.

Administrative Support
- Maintain registers, files, and office records.
- Prepare routine reports and documentation.
- Schedule appointments and meeting calendars.
- Assist in organizing meetings, seminars, workshops,



and University events.
- Support procurement and administrative documentation when required.

Telephone & Email Management
- Operate the EPABX/telephone system.
- Transfer calls to relevant departments.
- Record and relay key messages.
- Monitor and respond to official front office email communications.

Record Keeping
- Maintain visitor logs.
- Maintain contact directories.
- Update faculty and department information.
- Ensure proper filing of administrative documents.

Event Support
- Welcome guests during University events.
- Coordinate registration desks for seminars, conferences, orientation programmes, and convocations.
- Assist protocol arrangements for official functions.

Compliance
- Maintain confidentiality of University records.
- Follow University policies and Standard Operating Procedures.
- Ensure compliance with safety and security procedures.

Required Qualifications

- Bachelor's Degree in any discipline.
- Diploma or certification in Office Administration, Hospitality, or Customer Service will be an added advantage.

Experience

- 2–5 years of experience in Front Office, Reception, Administration, or Customer Service.
- Experience in a University, Educational Institution, Corporate Office, or Hospitality sector will be preferred.

Required Skills

- Excellent verbal and written communication skills in English.
- Knowledge of Hindi and Konkani will be an added advantage.
- Professional appearance and pleasant personality.
- Strong interpersonal and customer service skills.
- Excellent telephone etiquette.
- Ability to multitask and work under pressure.
- Strong organizational and time management skills.
- Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook).
- Basic knowledge of office equipment such as printers, scanners, and photocopiers.
- Data entry and record management skills.

📌 Front Office Specialist (Goa)
🏢 Ganpat University Goa
📍 Goa