Job Description

(A) JOB SUMMARY

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The Receptionist / Front Desk Executive will be responsible for managing the company's front desk and reception area, ensuring a skilled and welcoming experience for employees, clients, visitors, candidates, vendors, and other stakeholders.

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The role will also support day-to-day administrative activities, visitor management, telephone handling, meeting room coordination, courier management, and basic HR/Admin coordination.

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(B) JOB DUTIES & RESPONSIBILITY

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A. Front Desk & Reception Management

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 Manage the reception/front desk and ensure a professional and welcoming environment.

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 Greet and assist visitors, clients, candidates, vendors, and other guests.

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 Understand the purpose of visits and coordinate with the concerned employee/department.

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 Maintain visitor records, wherever applicable.

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 Ensure visitors are appropriately guided to meeting rooms or designated areas.

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 Handle incoming and outgoing calls and route calls to the appropriate employees/departments.

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 Take and convey messages accurately and promptly.

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B. Visitor & Meeting Coordination

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 Coordinate meeting room availability and basic meeting arrangements.

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 Support arrangements for client meetings, interviews, employee meetings, and official events.

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 Ensure meeting rooms are ready before important meetings.

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C. Courier & Mail Management

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 Receive and dispatch courier, postal mail, and other official documents.

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 Maintain records of incoming and outgoing couriers.

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 Liaise with courier agencies and service providers as required.

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D. Administrative Support

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 Support the Admin team in routine administrative activities.

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 Maintain front-office records, registers, contact lists, and other relevant documents.

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 Assist with stationery and front-office supplies monitoring.

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 Coordinate with housekeeping, security, pantry, maintenance,



and other facility service providers when required.

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 Report any front-office, facility, or security-related issues to the concerned team.

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F. Employee & Internal Coordination

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 Assist employees and visitors with basic information and directions.

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 Coordinate with HR, Admin, IT, Finance, and other departments for routine requirements.

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 Support internal communication related to meetings, visitors, deliveries, and office activities.

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 Maintain confidentiality of company and employee-related information.

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G. Office Discipline & Professional Standards

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 Ensure the reception area remains clean, organized, and presentable.

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 Follow company policies and security procedures.

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 Ensure unauthorized persons do not enter restricted office areas.

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 Handle sensitive information and documents with appropriate confidentiality.

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H. Travel Desk & Travel Coordination

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 Coordinate day-to-day employee travel requirements in coordination with the Admin team

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 Coordinate official travel bookings including flights, hotels, and cabs.

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 Manage travel requests through the company's designated travel system/process.

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 Coordinate with travel agencies and service providers for bookings and changes.

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 Maintain travel records, confirmations, cancellations, and rescheduling.

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 Ensure travel arrangements comply with the company's Travel & TA/DA Policy.

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(C) QUALIFICATION & SKILLSET

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 Excellent verbal and written communication skills.

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 Pleasant personality and professional approach.

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 Basic knowledge of MS Office / Google Workspace.

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 Good attention to detail.

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 Ability to maintain confidentiality.

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Educational Qualification

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 Graduate in any discipline preferred.

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 Diploma / certification in Front Office, Hospitality, Administration, or a related field will be an advantage.

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Experience

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 1 – 5 years of experience in Reception, Front Desk, Front Office, Administration, Hospitality, or a similar role.

📌 Front Desk Representative (Gurugram)
🏢 LEPTON SOFTWARE
📍 Gurugram