ROLES AND RESPONSIBILITIES FOR Front Office Admin - Receptionist:

ADMIN CUM RECEPTIONIST – KEY RESPONSIBILITIES

- Reception & Front Office Management

- Manage the reception area and ensure a professional and welcoming environment.
- Receive and greet visitors, clients, vendors, and guests.
- Attend and transfer incoming calls to the concerned employees.
- Maintain visitor records and issue visitor passes where required.
- Coordinate visitor appointments and inform concerned departments.
- Handle incoming and outgoing courier, post, and documents.

2. Office Administration
- Support day-to-day office administrative activities.
- Maintain office stationery, consumables, and pantry requirements.
- Monitor availability of drinking water, refreshments, and other office supplies.
- Coordinate housekeeping and ensure cleanliness of office premises.
- Coordinate security and other facility-related activities.
- Report maintenance requirements to the concerned person/vendor.

3. Attendance & Employee Support
- Monitor employee attendance and coordinate with HR for attendance-related issues.
- Maintain front-office attendance records and visitor registers.
- Support employees with basic administrative requirements.
- Coordinate employee ID cards, access cards, and other office-related requirements.
- Assist HR in collecting documents and forms from employees.

4. Telephone & Communication Management
- Handle the office landline, EPABX, and incoming calls.
- Maintain call records where required.
- Transfer calls to the appropriate department or employee.
- Take messages and ensure timely communication to concerned employees.
- Coordinate with telecom/Internet service providers for basic follow-up.

5. Courier & Document Management
- Receive, record, and distribute incoming courier and postal documents.
- Arrange outgoing courier and postal services.
- Maintain courier inward/outward records.
- Ensure important documents are delivered to the concerned person without delay.
- Coordinate document collection and dispatch as instructed by management.

6. Office Supplies & Inventory
- Maintain records of stationery, office supplies, pantry items, and consumables.




- Monitor stock levels and raise purchase requirements before stock-outs.
- Coordinate with vendors for supply and delivery.
- Maintain proper records of items received and issued.
- Assist Admin/HR in maintaining office inventory.

7. Housekeeping & Facility Coordination
- Coordinate daily housekeeping activities.
- Ensure reception, meeting rooms, pantry, and common areas are clean and maintained.
- Coordinate office cleaning, pest control, drinking water, and other facility services.
- Report electrical, plumbing, AC, furniture, and other maintenance issues.
- Follow up with service providers until the issue is resolved.

8. Meeting & Conference Room Support
- Maintain meeting and conference rooms in ready condition.
- Arrange chairs, tables, stationery, drinking water, and other requirements for meetings.
- Coordinate meeting room bookings and schedules.
- Assist management and visitors during meetings when required.
- Ensure meeting rooms are properly cleaned and arranged after use.

9. Visitor & Guest Coordination
- Receive and assist guests, clients, consultants, and vendors.
- Inform the concerned employee immediately upon visitor arrival.
- Coordinate visitor seating, refreshments, and meeting arrangements.
- Maintain visitor confidentiality and follow office security procedures.
- Assist in arranging transportation or other requirements for guests when instructed.

10. Administrative Purchase & Vendor Coordination
- Obtain quotations for routine office requirements as instructed.
- Coordinate with stationery, housekeeping, security, maintenance, courier, and other vendors.
- Follow up on pending deliveries and services.
- Maintain basic vendor contact details and service records.
- Submit bills, invoices,



and supporting documents to Admin/Accounts for processing.

11. Travel & Logistics Support
- Assist in arranging local transportation, cabs, tickets, accommodation, and other travel requirements as instructed.
- Coordinate airport/station pickup and drop arrangements.
- Maintain basic travel-related records and supporting documents.
- Assist employees and management with routine travel coordination.

12. Office Security & Access Control
- Monitor visitor entry and exit.
- Maintain visitor and security registers.
- Coordinate with security personnel regarding visitor access.
- Ensure unauthorized persons do not enter restricted areas.
- Report any security-related concerns immediately to Admin/HR.

13. Administrative Records & MIS
- Maintain reception and administrative registers.
- Maintain records of courier, visitors, office supplies, maintenance, and service requests.
- Prepare basic daily/weekly administrative reports as required.
- Maintain significant contact lists of employees, vendors, service providers, and emergency contacts.
- Ensure administrative records are properly filed and updated.

14. Support to HR & Admin Manager
- Assist the HR & Admin Manager in routine administrative and HR activities.
- Support employee onboarding arrangements, including seating, ID cards, stationery, and basic office requirements.
- Assist in organizing employee meetings, training programs, events, and engagement activities.
- Follow up on routine administrative tasks assigned by HR/Admin.
- Maintain confidentiality of employee and company information.

15. General Responsibilities
- Maintain a professional, courteous, and service-oriented approach.
- Ensure timely completion of assigned administrative tasks.
- Coordinate effectively with all departments and employees.
- Follow company policies, procedures, and instructions.
- Report administrative issues, shortages, damages, or irregularities to the HR & Admin Manager.
- Perform any other reasonable administrative duties assigned by Management.

Pay: ₹20,000.00 - ₹40,000.00 per month

Benefits

- Provident Fund

Work Location: In person

📌 Front Office cum Admin Executive (Nungambakkam)
🏢 Bu0026G Solar Private
📍 Nungambakkam