Job Role Description for Front Desk Executive

Title

Front Desk Executive

Reporting Time-9.30 am to 6.30 pm.

Reporting To-HOD

Co-ordination With-

Respective Managers, HODs, Office Head, HR, Accounts, Transportation Team, Vendors (Admin & IT), and other stakeholders

Will Be In charge/Responsible for

Front Desk Operations, Hospitality Management, Internal & External Communication, Office Activities, Greeting & Welcoming Guests, Responding to Calls, and Scheduling Meetings.

Professional Skills-

- Professional appearance and demeanour.
- Attentive, service-oriented, empathetic, and sociable.
- Excellent communication and interpersonal skills.
- Ability to maintain confidentiality and handle sensitive information.
- Strong organizational and multitasking abilities.
- Skilled in identifying problems and brainstorming potential solutions.
- Excellent written, oral communication, and presentation skills.
- Comfortable working independently and collaboratively.
- Proficiency in Microsoft Office (Word, Excel, Outlook).
- Knowledge of office management and basic bookkeeping.
- Customer service orientation and problem-solving skills.

Responsibilities

Front Desk Management:

Ensure the reception area is tidy and presentable with all necessary stationery and materials (e.g., pens, forms, brochures).

Greet and welcome clients & visitors in a skilled manner.

Assist visitors to the appropriate person and office.

Answer, forward, and screen phone calls professionally.

Provide basic and accurate information in person, via phone, and email.

Maintain office security by following safety procedures and controlling access (monitor logbook, issue visitor badges).

Order and maintain front office supplies,



keeping an updated inventory.

Update calendars for appointments and schedule meetings (both online & offline).

Book and manage conference/meeting room availability in advance, ensuring necessary equipment is set up and troubleshooting any issues.

Arrange travel and accommodations, preparing vouchers as required.

Keep updated records of office expenses, hospitality costs, and administrative budgets.

Attendance & Reporting:

Track and generate daily attendance reports (register/excel) and update the HR Department accordingly.

Courier & Vendor Coordination:

Collect courier packages and hand them over to the concerned person.

Maintain the Inward & Outward Register for couriers and packages.

Coordinate with vendors for administrative and IT-related work.

Asset & Inventory Management:

Maintain asset records for employees (laptops, mobile phones, etc.).

Maintain office supplies inventory (stationery, pantry, etc.) and place orders when necessary.

Financial & Accounts Tasks:

Process invoices and pay outstanding bills related to company accounts.

Manage petty cash and company cards for office expenses, maintaining accurate records and collecting receipts.

Housekeeping & Maintenance:

Monitor housekeeping and support staff activities.

Ensure all housekeeping formats and registers are maintained properly.





Conduct monthly checks on various registers and checklists related to housekeeping.

Maintain and update the washroom checklist daily.

First Aid & Safety:

Maintain the first aid box and ensure it is adequately stocked with necessary items.

Meetings & Event Coordination:

Schedule one-time Zoom meetings and weekly Zoom meetings, sending out calendar invites with Zoom links.

Organize and support internal events, ensuring smooth execution of canteen, transport, and office activities.

In-House Lunch Management:

Plan menus with hotels/catering services, coordinate meal timing, and oversee the service.

Other Administrative Tasks:

Assist with data entry, filing, photocopying, scanning, and documentation of files.

Respond to inquiries and provide information to clients, visitors, and Handle queries, complaints, and general correspondence professionally.

Perform additional tasks as assigned by the Site Manager, HR, and other senior staff.

Hospitality & Support Staff Management:

Ensure support staff is trained in complex maintenance activities and daily workflows.

Supervise, advise, and mentor hospitality and support staff teams.

Facilitate interdepartmental coordination to ensure smooth functioning of canteen, transport, and office activities.

Ensure all required housekeeping checklists and registers are maintained properly.

Job Type: Full-time

Pay: ₹30,000.00 - ₹40,000.00 per month

Education:

- Bachelor's (Preferred)

Experience:

- total work: 1 year (Preferred)

Language:

- English (Preferred)
- Hindi (Preferred)
- Marathi (Preferred)

Work Location: In person

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