Job Summary

Front Office Executive serves as the first point of contact for visitors, clients, and employees, providing professional reception and administrative support services. This role is responsible for creating a positive first impression, managing front desk operations, and ensuring smooth communication and coordination across the facility to deliver exceptional customer service.

Responsibilities

- Reception Visitor Management: Greet and welcome all visitors, clients, and guests in a professional and courteous manner. Manage visitor registration process including identity verification, badge issuance, and maintaining visitor logs. Coordinate with relevant departments to notify employees of visitor arrivals. Escort visitors to meeting rooms or designated areas as required. Ensure reception area maintains a clean, organized, and professional appearance at all times. Monitor visitor access and ensure compliance with building security protocols.
- Communication Coordination: Answer and direct incoming phone calls to appropriate departments or personnel promptly and professionally. Screen calls, take accurate messages, and ensure timely follow-up. Handle email inquiries and route correspondence to relevant departments. Coordinate with facility management, security, housekeeping, and technical teams for operational requirements. Communicate building announcements, emergency notifications, and important updates to occupants. Serve as liaison between tenants, management, and service providers.
- Administrative Support: Manage incoming and outgoing mail, courier services, and package deliveries. Maintain and update contact directories, distribution lists, and facility information databases. Schedule and coordinate meeting room bookings, ensuring setup requirements are communicated. Prepare and distribute access cards, parking passes, and facility credentials. Maintain office supplies inventory for reception area and coordinate replenishment. Manage document filing, photocopying, scanning, and other administrative tasks as needed.
- Facility Coordination: Coordinate with housekeeping staff to ensure common areas are maintained to required standards. Report maintenance issues, technical faults, or facility concerns to appropriate departments. Monitor conference room availability and coordinate setup requirements including AV equipment and refreshments. Assist with coordinating building access for contractors, vendors, and service providers. Support facility events, tenant activities, and special programs as required.
- Records Documentation: Maintain accurate daily logs including visitor registers, courier records, and incident reports. Prepare daily, weekly,



and monthly reports on front desk activities and visitor statistics. Update and maintain standard operating procedures for front office operations. Ensure all documentation complies with data privacy and confidentiality requirements. Archive records systematically for easy retrieval and audit purposes.
- Customer Service Excellence: Respond to inquiries and requests from building occupants professionally and efficiently. Handle complaints and concerns tactfully, escalating to appropriate personnel when necessary. Provide information about building facilities, services, amenities, and local area. Anticipate needs of clients and visitors to enhance their experience. Maintain positive relationships with regular visitors, tenants, and stakeholders.
- Emergency Response Support: Follow emergency procedures and protocols during building evacuations or security incidents. Assist emergency responders by providing building information and access as needed. Maintain emergency contact lists and ensure information is current and accessible. Report security concerns, suspicious activities, or safety hazards immediately to security personnel. Support business continuity plans and backup reception coverage arrangements.
- Technology Systems Management: Operate reception management software, visitor management systems, and building access control systems. Use multi-line telephone systems effectively to manage high call volumes. Utilize Microsoft Office applications for correspondence, reports, and presentations. Troubleshoot basic technical issues with reception equipment including printers, scanners, and computers. Maintain digital records and databases with accuracy and confidentiality.

Education

Bachelors degree or Diploma in Business Administration, Hospitality Management, Communications, or related field. Additional certifications in customer service, office management, or hospitality are advantageous.

Experience

Minimum 2-4 years of experience in front office, reception, or customer service roles. Experience in corporate offices, commercial buildings, hotels, or property management preferred. Background in facility management or commercial real estate environment is beneficial. Demonstrated experience in handling diverse stakeholders and high-traffic reception environments.

Technical Skills





- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
- Experience with visitor management systems, access control software, or reception management platforms.
- Competency in operating multi-line phone systems and office equipment.
- Typing speed of minimum 40 words per minute with accuracy.
- Basic knowledge of database management and record-keeping systems.

Core Competencies

- Excellent verbal and written communication skills in English; additional language proficiency is a plus.
- Professional appearance and demeanor with strong interpersonal skills.
- Outstanding customer service orientation with problem-solving abilities.
- Robust organizational skills with attention to detail and accuracy.
- Ability to multitask effectively in a fast-paced environment.
- Discretion and confidentiality in handling sensitive information.
- Punctuality and reliability with flexible approach to work schedules.
- Proactive attitude with ability to work independently and collaboratively.
- Calm and composed under pressure with conflict resolution skills.
- Cultural sensitivity and ability to interact with diverse populations.

Personal Attributes

- Pleasant and approachable personality with positive attitude.
- Patient and helpful disposition when addressing inquiries and concerns.
- Professional etiquette and business communication standards.
- Resourcefulness in finding solutions to unexpected situations.
- Adaptability to changing priorities and operational requirements.

Working Conditions

This position requires presence at the reception desk during operational hours, typically following standard business hours but may include extended hours based on facility requirements. The role involves sitting for extended periods while maintaining alertness and professional presentation. Occasional standing and light physical activity for escorting visitors or coordinating facility activities. May require flexibility for shift coverage during colleague absences or special events.

Key Performance Indicators

- Visitor satisfaction scores and feedback ratings.
- Response time to phone calls, inquiries, and service requests.
- Accuracy of visitor logs, records, and administrative documentation.
- Compliance with security protocols and visitor management procedures.
- Professional appearance and maintenance of reception area standards.

Location: Amravati, MH

Scheduled Weekly Hours: 48

Disclaimer: This job posting has been aggregated from external source. Role details, content, and availability are subject to change. Applicants are advised to confirm the latest information directly on the company website before applying.

📌 Front Office Executive (Amravati)
🏢 Jones Lang LaSalle (JLL)
📍 Amravati