KINZA INDUSTRIAL ESTATE LLP (JD)

Position: Receptionist / Front Desk Executive Department: Front Office / Administration

Location: Kinza Industrial Estate LLP

Employment Type: Full-Time

Reports To: HR / Administration Manager

Job Level: Executive / Non-Managerial

1. JOB SUMMARY

The Receptionist / Front Desk Executive will be responsible for managing the reception area and serving as the first point of contact for visitors, clients, vendors, candidates, employees and other stakeholders of Kinza Industrial Estate LLP. The position requires a professional, courteous and presentable individual with excellent communication, telephone-handling and organizational skills. The employee will also provide administrative and coordination support to HR, Administration and other departments as assigned.
1. KEY RESPONSIBILITIES

A. Front Desk & Visitor Management - Welcome and greet all visitors, clients, vendors and candidates professionally. - Identify the purpose of each visitor's visit and direct them to the concerned person/department. - Maintain the Visitor Register / Visitor Management System accurately. - Inform concerned employees about visitor arrivals. - Issue and collect visitor passes, wherever applicable. - Ensure unauthorized persons do not enter restricted office areas. - Maintain confidentiality regarding visitors, employees and company activities. - Ensure the reception area remains clean, organized and professional at all times. B. Telephone & Communication Management - Attend incoming calls promptly and professionally. - Screen and transfer calls to the concerned employee or department. - Take accurate messages when employees are unavailable. - Handle general enquiries and provide appropriate information. - Maintain professional telephone etiquette. - Coordinate important communication received through the front desk.

C. Courier, Mail & Document Handling - Receive incoming courier, postal mail, parcels and documents. - Maintain inward/courier records. - Inform and hand over documents/packages to the concerned department or employee. - Coordinate outgoing courier and dispatch requirements. - Maintain courier and dispatch records. - Ensure important documents are handled securely and confidentially.

D. Meeting & Appointment Coordination - Coordinate appointments and visitor meetings. - Maintain meeting schedules and coordinate meeting-room availability. - Inform concerned employees regarding scheduled visitors. - Assist in arranging basic requirements for meetings. - Coordinate refreshments and other front-office requirements when required.

E.



HR & Administrative Support - Assist the HR/Admin department with routine administrative activities.

- Support employee joining formalities whenever assigned.
- Assist in maintaining attendance-related records or reports.
- Support interview coordination and candidate reception.
- Maintain basic office records and files.
- Assist with photocopying, scanning, printing, filing and data entry.
- Prepare basic reports and registers as instructed by HR/Admin.
- Coordinate with different departments for routine administrative requirements.

F. Office Supplies & Reception Management - Monitor reception stationery and basic office supplies. - Inform Administration when supplies are running low. - Maintain proper records of reception-related materials. - Ensure visitor seating and reception facilities are properly maintained. - Coordinate with housekeeping/security for reception-area requirements.

G. Security & Compliance - Follow company security procedures for visitor entry and access control. - Coordinate with security personnel regarding visitors, vendors and deliveries. - Immediately report suspicious, unauthorized or unusual activities to the concerned authority. - Maintain confidentiality of company information. - Follow all company policies, procedures, safety instructions and applicable rules. -

-- 3. REQUIRED QUALIFICATIONS

Education: - Minimum 12th Pass; Graduate preferred. - Diploma/Certificate in Front Office, Administration or related field will be an advantage. Experience: - Freshers may be considered based on communication and personality. - 1–3 years of relevant experience in Reception, Front Office, Administration or Customer Service will be preferred. ---

1. REQUIRED SKILLS - Excellent verbal and written communication skills. - Professional and pleasant personality. - Good Hindi and English communication skills. - Basic knowledge of MS Word and MS Excel. - Basic email and internet knowledge. - Good telephone etiquette. - Visitor and customer handling skills. - Good organizational and time-management skills. - Ability to multitask. - Attention to detail. - Professional grooming and appearance. - Ability to maintain confidentiality. - Ability to work cooperatively with HR,



Administration, Security and other departments.

--- 5. PERSONAL ATTRIBUTES The candidate should be: - Polite and courteous. - Punctual and disciplined. - Honest and responsible. - Well-groomed and professional. - Confident while interacting with visitors and clients. - Patient and calm under pressure. - Proactive and solution-oriented. - Respectful towards employees, visitors and management. - Willing to take additional administrative responsibilities as assigned. --
- 1. KEY PERFORMANCE INDICATORS (KPIs) Performance may be evaluated on: 1. Skilled visitor handling. 2. Telephone response and call management. 3. Accuracy of visitor and courier records. 4. Timely communication to concerned employees. 5. Reception-area cleanliness and presentation. 6. Appointment and meeting coordination. 7. Accuracy of administrative documentation. 8. Compliance with company policies and security procedures. 9. Professional behaviour and communication. 10. Attendance, punctuality and discipline. --

- 1. CONFIDENTIALITY & COMPANY POLICY The employee shall maintain strict confidentiality regarding all company information, employee information, visitor information, documents, communications and business activities accessed during employment. The employee shall not disclose, copy, share, photograph or otherwise misuse confidential company information without proper authorization. The employee shall comply with all applicable Kinza Industrial Estate LLP policies, HR rules, administrative procedures, security requirements, workplace conduct standards and management instructions. Any violation of company policies, misconduct, unauthorized disclosure of confidential information, falsification of records or negligence of assigned duties may result in disciplinary action in accordance with applicable company policy and law. --

- 1. GENERAL RESPONSIBILITIES The employee may be required to perform additional reasonable duties related to Front Office, HR, Administration and office coordination as assigned by the reporting manager or management from time to time. This JD defines the major responsibilities of the position and does not limit the employee to only the duties listed above. --

- 1. EMPLOYEE ACKNOWLEDGEMENT I confirm that I have read and understood the above and agree to perform the duties and responsibilities assigned to me professionally and in accordance with the policies and procedures of Kinza Industrial Estate LLP.

Pay: ₹8,892.97 - ₹23,402.11 per month

Work Location: In person

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