- Role Overview

We are looking for a proactive, organised and responsible Front Office & Office Administration Executive to manage the day-to-day administrative operations of our Chartered Accountancy firm.

The candidate will be responsible for front office management, client communication and follow-ups, staff coordination, meeting and travel arrangements, payroll support, and routine accounting activities. The role requires strong organisational skills, professional communication, attention to detail and the ability to coordinate effectively with partners, employees, clients and external service providers.

- Key Responsibilities

A. Front Office & Office Administration

- Manage the reception area, incoming calls, emails and visitor interactions professionally.
- Coordinate client visits and ensure appropriate meeting arrangements.
- Maintain office supplies, stationery, pantry requirements and other administrative resources.
- Coordinate with vendors, building maintenance, housekeeping and other service providers.
- Maintain records of office expenses, bills, invoices and administrative documents.
- Ensure the office functions smoothly and efficiently on a day-to-day basis.

B. Client Communication & Follow-up

- Follow up with clients for documents, information, confirmations and pending deliverables as instructed by the partners and team members.
- Coordinate with clients regarding appointments, meetings and submission of documents.
- Maintain client contact details, follow-up trackers and communication records.
- Send reminders for pending information and ensure timely escalation of delays.
- Handle client interactions courteously while maintaining confidentiality.

C. Staff Coordination & Attendance Management





- Coordinate with team members regarding daily administrative requirements and office schedules.
- Maintain employee attendance, leave records and related registers.
- Track employee leave applications, attendance irregularities and other HR-related administrative matters.
- Assist in coordinating internal meetings, staff communications and office events.
- Support the partners in communicating administrative instructions and ensuring timely compliance.

D. Meeting & Calendar Management

- Schedule meetings and appointments for partners and senior team members.
- Maintain calendars and send meeting reminders to participants.
- Coordinate meeting rooms, conference facilities and virtual meeting links.
- Prepare meeting schedules and coordinate with clients and other stakeholders.
- Ensure necessary documents and arrangements are available before scheduled meetings.

E. Travel & Logistics Coordination

- Arrange travel bookings, hotel reservations, local transportation and other logistics for partners and employees.
- Coordinate travel itineraries and communicate booking details to the concerned persons.
- Maintain travel expense records and collect supporting bills and vouchers.
- Assist with reimbursement documentation and travel-related administrative requirements.

F. Payroll & HR Administration

- Compile monthly attendance, leave, overtime (where applicable) and other payroll inputs.




- Assist in preparing monthly payroll statements and salary calculations.
- Coordinate salary disbursement information with the authorised person or accounts team.
- Maintain employee records, salary details and payroll-related documentation securely.
- Assist in preparing payroll-related information for PF, ESI, skilled tax, TDS and other applicable statutory compliances, as required.
- Maintain confidentiality of employee remuneration and personal information.

G. Accounting & Bookkeeping Support

- Record routine office expenses, purchase invoices, receipts and payments in the accounting system.
- Maintain petty cash records and prepare periodic expense summaries.
- Assist with bank reconciliation, vendor ledger reconciliation and tracking of outstanding payments.
- Verify bills, vouchers and supporting documents before processing them for approval.
- Assist in maintaining books of account for office-related transactions and other assigned accounting activities.
- Coordinate with the accounts team for timely recording and filing of financial documents.

H. Reporting & General Support

- Prepare routine administrative reports, attendance statements, expense summaries and follow-up reports.
- Maintain digital and physical filing systems for administrative records.
- Assist partners with other office management and coordination activities as required.
- Ensure the timely completion of assigned tasks and proactively highlight pending matters.

Pay: ₹20,000.00 - ₹30,000.00 per month

Benefits

- Provident Fund

Education:
- Bachelor's (Preferred)

Experience:
- Office Administration: 2 years (Preferred)

Language:
- English (Preferred)

Work Location: In person

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