Role Overview

We are looking for a Front Desk Executive & Admin who will be the first point of contact for employees, visitors, candidates, vendors, and other stakeholders visiting the office.

The role will be responsible for maintaining a professional and welcoming front-desk experience while supporting day-to-day office administration, facility coordination, documentation, employee support, and general operational activities.

The ideal candidate should have excellent communication skills, a professional personality, positive organizational abilities, and a proactive approach towards handling multiple administrative responsibilities.

Key Responsibilities1. Front Desk & Reception Management

- Manage the reception/front desk and ensure a professional and welcoming experience for all visitors.
- Greet and assist employees, candidates, clients, partners, vendors, and other visitors.
- Manage visitor entries, visitor records, and appointment schedules.
- Receive and route incoming calls, messages, and correspondence to the concerned employees.
- Coordinate visitor meetings and inform respective employees about arrivals.
- Handle incoming and outgoing courier, mail, and office deliveries.
- Maintain a clean, organized, and professional reception area.

1. Office Administration

- Support the smooth day-to-day functioning of the office.
- Coordinate with housekeeping, security, maintenance, courier, pantry, and other facility service providers.
- Monitor office supplies, stationery, pantry items, and other administrative requirements.
- Maintain stock/inventory records and initiate requests for replenishment.
- Coordinate office repairs, maintenance, and facility-related requirements.
- Assist in managing meeting rooms, conference rooms, and common areas.
- Support seating arrangements and other office infrastructure requirements.
- Maintain records of vendors, service providers, contracts,



and administrative documents.

1. Employee & HR Operations Support

- Support employees with basic administrative and workplace-related requirements.
- Assist HR & Operations in onboarding arrangements such as seating, ID cards, stationery, access, and other joining requirements.
- Support employee engagement activities, celebrations, meetings, and internal events.
- Assist in maintaining employee-related administrative records.
- Coordinate office communication and announcements as required.
- Support HR & Operations with documentation, data collection, and routine administrative tasks.

1. Meeting & Event Coordination

- Coordinate meeting room bookings and ensure rooms are ready before meetings.
- Arrange refreshments, seating, stationery, and other requirements for meetings/events.
- Support internal meetings, workshops, training sessions, and office events.
- Coordinate logistics with relevant vendors and internal stakeholders.

1. Vendor & Facility Coordination

- Coordinate with office vendors and service providers for routine requirements.
- Follow up on housekeeping, security, maintenance, internet, electrical, plumbing, and other facility-related issues.
- Maintain vendor/service-related records and bills.
- Escalate facility concerns to the reporting manager in a timely manner.
- Ensure office facilities and services are maintained as per organizational standards.

1. Documentation & MIS

- Maintain administrative registers, visitor logs, inventory records, courier records,



and other office documentation.
- Prepare basic administrative reports and MIS as required.
- Maintain proper filing and documentation of bills, invoices, purchase requests, and vendor records.
- Ensure administrative records are updated and easily accessible.

1. General Support

- Provide administrative support to the HR & Operations team as required.
- Assist in travel, accommodation, logistics, and other arrangements for employees or visitors when required.
- Support procurement of routine office requirements.
- Handle confidential organizational information responsibly.
- Undertake any other administrative responsibilities assigned by the reporting manager.

Required Skills & Competencies
- Excellent verbal and written communication skills.
- Qualified and courteous personality.
- Strong interpersonal and stakeholder-management skills.
- Good organizational and time-management abilities.
- Ability to multitask and prioritize work.
- Proactive approach towards administrative requirements.
- Good follow-up and coordination skills.
- Basic knowledge of MS Office / Google Workspace.
- Good documentation and record-keeping skills.
- Ability to handle visitors and stakeholders professionally.
- Attention to detail and problem-solving ability.

Qualification & Experience
- Graduate in any discipline.
- 1–3 years of experience in front desk, reception, administration, office coordination, facility management, or a similar role.
- Experience in a corporate, NGO, social-sector, consulting, or professional office environment will be an advantage.

Key Attributes
- Professional & Presentable
- Proactive & Responsible
- People-Friendly
- Well-Organized
- Good Communicator
- Problem Solver
- Team Player
- Service-Oriented

Pay: ₹15,000.00 - ₹22,000.00 per month

Work Location: In person

📌 Front Desk Executive (Ahmedabad)
🏢 Bharat cares
📍 Ahmedabad