JOB DESCRIPTION- Receptionist cum Admin Executive

Company: MSI Communications
Department: Administration/HR
Designation: Receptionist cum Admin Executive
Reports To: HR Manager / Administration Manager
Location: As per company requirements

1. Job Purpose

To manage front-office operations and provide administrative support to ensure the smooth and effective functioning of MSI Communications. The role involves welcoming visitors, handling telephone calls, managing correspondence, maintaining office records, coordinating meetings, and supporting day-to-day administrative activities.

2. Key Responsibilities

A. Reception & Front Office Management

- Welcome visitors, clients, suppliers, and business partners professionally.
- Manage incoming telephone calls, transfer calls to the appropriate departments, and take messages when required.
- Maintain visitor registers and ensure proper visitor coordination.
- Handle incoming and outgoing courier services and mail distribution.
- Maintain a professional, organized, and welcoming reception area.
- Respond to general enquiries and direct visitors to the appropriate personnel.

B. Administrative Support

- Manage day-to-day office administration and routine clerical activities.
- Maintain office files, documents, registers, and records systematically.
- Prepare letters, reports, notices, and other administrative documents as required.
- Monitor office stationery and consumables and coordinate replenishment.
- Assist in maintaining office equipment and coordinating repairs or maintenance.
- Support the implementation of office policies and administrative procedures.

C. Employee & HR Coordination

- Assist the HR Department with employee documentation and administrative records.
- Support attendance tracking, leave records, and other HR-related administrative tasks, as assigned.
- Coordinate employee onboarding documentation and joining formalities.
- Assist in arranging interviews, scheduling meetings, and coordinating candidate visits.
- Circulate internal announcements, notices, and employee communications.




- Support employee engagement activities and office events.

D. Meeting & Travel Coordination

- Schedule meetings and maintain meeting room calendars.
- Coordinate meeting room arrangements and visitor requirements.
- Assist with travel bookings, accommodation arrangements, and local transportation when required.
- Ensure meeting rooms are clean, organized, and equipped with necessary facilities.

E. Vendor & Facility Coordination

- Coordinate with housekeeping, security, maintenance personnel, and other service providers.
- Monitor office cleanliness, hygiene, and general facility requirements.
- Follow up on maintenance requests and ensure timely resolution.
- Assist with vendor coordination and administrative purchase requests.
- Maintain records of office supplies, service requests, and administrative expenses.

F. Documentation & Data Management

- Maintain accurate physical and digital records of administrative documents.
- Enter and update information in company systems and spreadsheets.
- Handle confidential company and employee information responsibly.
- Ensure proper filing, document retrieval, and record retention.
- Assist in preparing administrative reports and summaries.

G. Communication & Coordination

- Coordinate with HR, Finance, Sales, Operations, and other departments.
- Draft and circulate internal emails, notices, and routine communications.
- Follow up on administrative requests and pending tasks.
- Ensure professional communication with employees, customers, and external stakeholders.

3. Educational Qualifications

- Bachelor's degree in Business Administration, Commerce, or any relevant discipline.
- Diploma or certification in Office Administration will be an added advantage.

4. Experience





- 1–3 years of experience in reception, front-office operations, or office administration.
- Freshers with strong communication and organizational skills may also be considered.
- Experience in MS Office, email management, and office coordination is preferred.

5. Required Skills & Competencies

- Excellent verbal and written communication skills.
- Professional appearance and courteous interpersonal skills.
- Good organizational and time-management abilities.
- Proficiency in MS Word, Excel, PowerPoint, and email applications.
- Ability to handle telephone calls and visitor enquiries professionally.
- Strong multitasking and problem-solving skills.
- Attention to detail and accuracy in documentation.
- Ability to maintain confidentiality and handle sensitive information.
- Positive attitude, initiative, and a customer-service-oriented approach.

6. Key Performance Indicators (KPIs)

- Professional handling of visitors and telephone calls.
- Timely completion of administrative tasks.
- Accuracy and maintenance of office records.
- Timely handling and distribution of correspondence and courier items.
- Availability of office supplies and administrative resources.
- Meeting room and facility coordination efficiency.
- Timely support for HR and employee administration activities.
- Adherence to office procedures and confidentiality requirements.

7. Reporting & Coordination

Internal: HR, Finance & Accounts, Sales, Operations, Management, and all employees.

External: Visitors, customers, suppliers, courier partners, maintenance providers, and other service vendors.

8. General Responsibilities

Perform any other administrative or front-office duties assigned by management in accordance with company policies and the operational requirements of MSI Communications.

Note: This job description may be revised based on organizational requirements and business priorities.

Pay: ₹10,000.00 - ₹15,000.00 per month

Benefits:

- Health insurance
- Provident Fund

Work Location: In person

📌 Admin Executive (Kozhikode)
🏢 MSI COMMUNICATIONS
📍 Kozhikode