Department: Administration

Role Overview:

The Front Desk Executive (FDE) is responsible for managing reception operations, administrative coordination, facility oversight, and front-office professionalism. The role ensures seamless guest experiences, efficient internal support, and systematic management of office operations in alignment with company standards.

The FDE serves as the first point of contact for visitors, vendors, staff, and external stakeholders and is expected to maintain high levels of organisation, responsiveness, and brand representation.

Key Responsibilities:

1. Reception & Guest Management

- Greet and assist visitors professionally.
- Confirm appointments and inform concerned team members.
- Maintain visitor logs accurately.
- Ensure reception and waiting areas remain clean and presentable.
- Offer refreshments as per company protocol.
- Ensure phone calls are answered within three rings.

2. Inquiry Handling & Allocation

- Respond to inquiries via phone, email, and in-person channels.
- Check internal systems (e.g., Fateh Connect) before assigning inquiries.
- Allocate new inquiries using the Round Robin method.
- Redirect queries to relevant departments promptly.

3. Inventory & Collaterals Management

- Maintain stock of brochures, welcome kits, stationery, branded merchandise, and event materials.
- Conduct weekly and monthly stock checks as required.
- Track minimum stock levels and raise purchase requests proactively.
- Maintain inventory records in Excel format.
- Ensure proper storage and labeling of materials.
- Monitor issuance and investigate irregular consumption patterns.

4. Housekeeping Supervision & Billing

- Supervise housekeeping staff and ensure cleanliness of reception, meeting rooms, pantry, washrooms, and common areas.




- Maintain daily cleaning checklists.
- Verify housekeeping invoices against service logs and delivery records.
- Maintain billing logs and submit verified bills to Accounts.
- Ensure proper filing of bills (physical and digital).

5. Event & Celebration Coordination

- Maintain annual event calendar (birthdays, anniversaries, festivals, special events).
- Coordinate décor, catering, AV setup, and guest management.
- Manage logistics for university visits and official meetings.
- Oversee post-event cleanup and material storage.

6. Courier & Logistics Management

- Coordinate consolidated courier dispatch across branches.
- Maintain detailed courier logs for incoming and outgoing parcels.
- Track shipments and confirm deliveries.

7. Meeting & Conference Room Management

- Maintain room booking calendar.
- Ensure meeting rooms are clean, stocked, and AV-ready.
- Arrange refreshments as required.
- Reset rooms after meetings.

8. Office Maintenance & Pantry Oversight

- Conduct daily checks of lights, ACs, fixtures, and appliances.
- Report damages or malfunctions immediately.
- Ensure pantry supplies and appliances are safe and operational.

9. Email, Calendar & Documentation Management

- Monitor official reception email ID regularly.
- Update company calendar for meetings, visits, and events.
- Send reminders to relevant stakeholders.




- Maintain staff contact lists and seating plans.

10. Travel & Booking Coordination

- Arrange travel and accommodation for visiting staff.
- Maintain itineraries and confirmations.
- Coordinate guest lunch and hospitality arrangements.

11. Administrative Support & Additional Duties

- Manage petty cash with proper documentation.
- Support new employee onboarding (welcome kits, seating setup).
- Maintain First Aid Kit and participate in safety drills.
- Ensure reception desk is never left unattended.

Required Qualifications:

- Graduate in any discipline.
- 1–3 years of experience in front office, administration, or hospitality preferred.
- Proficiency in MS Office (Excel, Word, Outlook).
- Experience maintaining logs and registers.

Key Competencies

- Robust verbal and written communication skills.
- High organisational ability and attention to detail.
- Professional appearance and demeanor.
- Time management and multitasking capability.
- Basic negotiation skills (vendor coordination).
- Problem-solving mindset.
- Reliability and accountability.

Performance Metrics (KPIs)

- Visitor experience and feedback.
- Accuracy of inventory and billing records.
- Zero unattended reception instances.
- Timely inquiry allocation and response rate.
- Budget adherence in procurement and event coordination.
- Cleanliness and operational readiness of facilities.

Work Conditions

- Full-time, on-site role.
- Requires prolonged desk presence.
- Occasional coordination beyond regular hours during events.

Location – West Patel Nagar, Delhi Pay: ₹22,000.00 - ₹25,000.00 per month

Benefits

- Health insurance
- Leave encashment
- Paid sick time
- Paid time off
- Provident Fund

Work Location: In person

📌 Front Office Assistant (Patel Nagar)
🏢 Fateh Education
📍 Patel Nagar