Role & responsibilities

- Front desk and visitor management
- Welcome clients, visitors and vendors professionally and inform the concerned team member.
- Handle incoming calls, take messages and direct enquiries appropriately.
- Maintain visitor records and coordinate meeting-room bookings.
- Ensure the reception and meeting areas remain clean, organised and presentable.

Office administration

- Coordinate routine office requirements to support smooth daily operations.
- Maintain records of office purchases, vendor details, service requests and expenses.
- Handle incoming and outgoing couriers, post and deliveries.
- Coordinate with housekeeping and other support staff.

Printing, stationery and office supplies

- Arrange printing, scanning, photocopying, binding and dispatch of documents as requested.
- Monitor stocks of stationery, printer paper, cartridges and other office consumables.
- Obtain purchase approvals, place orders and maintain a stock register.
- Ensure confidential documents are collected promptly and handled securely.
- Repairs, maintenance and vendor coordination
- Coordinate with mechanics, equipment technicians and other service providers.
- Report maintenance issues, arrange service visits and track repairs until completion.
- Obtain quotations and management approval before authorising chargeable work.
- Maintain service records, warranties, annual maintenance contract details and renewal dates.
- Verify completion of work and route vendor bills for approval.

IT support coordination

- Liaise with designated IT support personnel for issues involving computers, printers,



internet connectivity, office phones and other equipment.
- Log complaints, schedule support visits and follow up on unresolved issues.
- Coordinate with affected staff and confirm that equipment is working after repairs.
- Obtain approval before allowing access to office systems or sharing equipment with outside technicians.

Client billing

- Prepare and issue client invoices based on fee details and instructions approved by the concerned partner or accounts team.
- Verify client names, billing addresses, GST details, service descriptions and approved amounts before issuing invoices.
- Send invoices to the designated client contact and maintain invoice and dispatch records.
- Coordinate corrections, credit notes and billing queries with the accounts team.

Payment follow-ups

- Maintain an updated client outstanding-payment tracker, coordinated with the accounts team.
- Send polite reminders and follow up through approved email, telephone or messaging channels.
- Record client responses, expected payment dates and reasons for delays.
- Share payment confirmations with the accounts team for verification and reconciliation.
- Escalate overdue amounts, disputed invoices and unfulfilled payment commitments to the concerned partner.

Reporting and confidentiality

- Provide periodic updates on outstanding payments, pending repairs, stock requirements and unresolved administrative matters.
- Maintain organised physical and electronic records.
- Keep client information, billing details and internal office matters confidential.

📌 Front Desk Coordinator (Faridabad)
🏢 Shyam Sunder Mangla u0026 Co.
📍 Faridabad