Job Description

Designation: Front Office & Studio Operations Manager

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Reporting to: People Lead

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Role Summary

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This role combines Front Office Management, Studio Administration, Community Building, HR Support, and Founder Assistance. This is a front-office based role — the incumbent will be stationed at reception/front desk as a core part of the job. The individual is responsible for ensuring seamless studio operations while fostering a strong internal culture.

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Key Responsibility Areas

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1. Front Office & Brand Representation

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- Attend all walk-ins (clients, vendors, partners).
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- Manage reception & visitor experience.
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- Handle incoming landline calls professionally.
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- Maintain reception aesthetics and visitor records.
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Outcome: Professional first impression and smooth front-desk operations.

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2. Vendor & Design Coordination

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- Maintain updated vendor database.
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- Schedule and coordinate vendor meetings.
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- Track vendor interactions and documentation.
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Outcome: Productive material sourcing and vendor alignment.

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3. Studio Administration & Facility Management

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- Ensure office cleanliness, hygiene, and upkeep.
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- Maintain pantry, refreshments, crockery, stationery.
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- Identify upgrade needs and propose budgets.
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- Coordinate maintenance and facility vendors.
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- Maintain asset & inventory records.
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Outcome: Well-maintained, aesthetically aligned studio environment.

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4. Financial & Operational Controls

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- Maintain monthly imprest records with bills.
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- Submit expense reconciliation reports.
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- Track company car logbooks (KM, fuel usage, servicing).
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- Monitor fuel efficiency and report discrepancies.
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- Track admin staff leave records and coverage planning.
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Outcome: Cost control, operational discipline, and transparency.

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5. Travel & Cost Optimization

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- Book flights, hotels, and transport.
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- Compare platforms for best pricing.
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- Research cost-saving tools and card benefits.
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Outcome: Efficient and economical travel management.

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6. Community & Culture Development

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- Plan team engagement initiatives.
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- Organize cultural activities and events.
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- Conduct quarterly quizzes (design knowledge, values).
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- Drive internal engagement during weekly meetings.
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Outcome: Stronger team bonding and cultural alignment.

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7. HR & People Coordination

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- Support onboarding and act as buddy for new joiners.
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- Monitor biometric attendance & adjustments.
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- Take minutes of weekly meetings and track action items.
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- Assist in preliminary CV screening.
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- Coordinate interview scheduling.
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- Manage exit documentation and handovers.
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Outcome: Structured people processes and accountability tracking.

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8. Founder & Studio Head Support

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- Assist with scheduling and coordination when required.
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- Take regular feedback for improvements.
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- Support internal initiatives and event planning.
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- Maintain confidentiality and proactive execution.
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Outcome: Operational support to leadership with reduced dependency.

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Performance Expectation

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- High ownership and proactive problem-solving.
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- Continuous upskilling and process improvement.
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- Increment and growth linked to performance, initiative, and expanded responsibilities.
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📌 Front Desk Manager (Gurugram)
🏢 Chalk Studio
📍 Gurugram