Front Desk & Executive Assistant

Position: Front Desk Executive & Executive Assistant

Department: Administration / Management

Industry: Real Estate

Location: CBD Belapur

Employment Type: Full-time

Experience: 3-7 years preferred

Reporting To: Managing Director / Director / Management

Job Summary

We are looking for a professional, presentable, organized, and proactive Front Desk Executive & Executive Assistant to manage the company's reception/front-office operations while providing administrative and executive support to the Managing Director/Director.

The candidate will be the first point of contact for clients, visitors, channel partners, vendors, and other stakeholders, while also assisting management with scheduling, communication, documentation, coordination, follow-ups, meetings, and other day-to-day requirements.

The ideal candidate should have excellent communication skills, a pleasant personality, strong organizational abilities, and the ability to maintain confidentiality.

Key Responsibilities

1. Front Desk & Reception

- Welcome and greet clients, visitors, channel partners, vendors, and guests professionally.
- Manage the reception area and ensure it remains clean, organized, and presentable.
- Handle incoming calls, emails, and general inquiries and direct them to the appropriate department.
- Maintain visitor records and appointment schedules.
- Coordinate client and visitor appointments with the relevant team members.
- Receive and distribute couriers, parcels, documents, and correspondence.
- Provide basic information to visitors regarding the company and its real estate projects.
- Coordinate with the Sales/CRM team for client meetings and site visits.
- Ensure a professional and welcoming experience for all visitors.

2. Executive Assistant Responsibilities

- Manage the Managing Director/Director's calendar, appointments, meetings, and daily schedule.
- Coordinate internal and external meetings and maintain the meeting calendar.
- Handle calls, emails, messages, and correspondence on behalf of management when required.
- Prepare meeting agendas, presentations, reports, letters, and other documents.
- Maintain confidential files, records,



and important documents.
- Take meeting notes/minutes and follow up on action points.
- Maintain a tracker of pending tasks and ensure timely follow-ups with concerned departments.
- Coordinate with internal teams and external stakeholders on behalf of management.
- Assist management with day-to-day administrative and coordination requirements.

3. Real Estate Coordination

- Coordinate with Sales, CRM, Projects, Finance, Legal, Liaison, Administration, and other departments.
- Follow up on project-related tasks and provide updates to management.
- Maintain project and management-related trackers and MIS reports.
- Coordinate meetings with clients, consultants, architects, contractors, brokers, and other stakeholders.
- Assist in organizing site visits and project review meetings.
- Follow up on important commitments, approvals, documents, and pending matters as instructed by management.
- Assist in preparing presentations and reports related to projects, sales, collections, and other business activities.

4. Travel & Meeting Coordination

- Manage travel arrangements for management, including flights, hotels, transportation, and itineraries.
- Coordinate business meetings, conferences, site visits, and events.
- Ensure all meeting rooms and required documents/materials are arranged in advance.
- Maintain a record of travel schedules and related expenses/documents.

5. Administrative Support

- Prepare and maintain correspondence, reports, presentations, and other documents.
- Coordinate office requirements with the Administration team.
- Maintain records of important documents, bills, expenses, and reimbursements.
- Assist with general administrative activities as assigned by management.
- Maintain confidentiality of company, client, and management information.





Required Skills & Competencies

- Excellent verbal and written communication skills.
- Good command of English; Hindi/Marathi will be an advantage.
- Pleasant personality and professional appearance.
- Strong organizational and time-management skills.
- Excellent follow-up and coordination abilities.
- Positive knowledge of MS Office, particularly Word, Excel, PowerPoint, and Outlook/email.
- Ability to prepare professional reports and presentations.
- Strong attention to detail.
- Ability to multitask and prioritize work.
- Mature, responsible, and trustworthy.
- Ability to handle confidential information with discretion.
- Customer-service-oriented approach.
- Ability to work in a fast-paced real estate environment.

Qualification & Experience

- Graduate in any discipline.
- 2–5 years of experience in Front Desk, Executive Assistant, Personal Assistant, Administration, Customer Relations, or a similar role.
- Experience in real estate, construction, infrastructure, hospitality, or corporate offices will be preferred.

Key Performance Areas (KPIs)

- Professional handling of clients and visitors.
- Efficient management of reception and front-office operations.
- Effective management of management's calendar and meetings.
- Timely follow-up and closure of assigned tasks.
- Accuracy of reports, documents, and records.
- Effective coordination with internal departments and external stakeholders.
- Maintaining confidentiality and professionalism.
- Timely response to management requirements.

Preferred Candidate Profile The ideal candidate should be well-groomed, confident, polite, proactive, organized, and dependable, with the ability to manage both front-office responsibilities and executive-level coordination. The candidate should be comfortable interacting with clients, senior management, brokers, consultants, vendors, and other stakeholders and should be capable of handling multiple responsibilities with minimal supervision.

Salary: depending on experience and suitability.

Working Days: 6 Days

Location: CBD Belapur Navi Mumbai

Education: Min 7yrs experience no need MBA.

📌 Executive Assistant (Navi Mumbai)
🏢 Konkan Estate
📍 Navi Mumbai