Industry Preference: Manufacturing / Corporate Office / FMCG / Food Industry
Reporting To: Admin Manager / HR Manager
Job Purpose
To manage front office operations efficiently by handling visitors, telephone calls, office coordination, administrative support, and maintaining professional communication within the organization.
Key Roles & Responsibilities.
1. Front Office Management
- Handle reception desk activities in a professional manner.
- Maintain visitor entry records and issue visitor passes.
- Ensure proper seating and hospitality arrangements for visitors.
- Maintain cleanliness and discipline at the reception area.
- Telephone & Communication Handling
- Attend incoming calls and transfer calls to concerned departments.
- Handle inquiries and provide basic company information.
- Maintain telephone directory and contact database.
- Coordinate internal communication between departments.
- Administrative Support
- Support HR and Admin department in daily office activities.
- Maintain office files, documents, and records.
- Handle courier dispatch and incoming/outgoing mail.
- Coordinate with vendors and service providers when required.
- Manage meeting room bookings and arrangements.
- Monitor office supplies and stationery stock.
- Raise requisitions for office materials when required.
- Coordinate housekeeping and pantry support activities.
- Ensure office ambience and reception presentation standards.
- Data Management & Reporting
- Maintain reception registers and MIS records.
- Prepare daily visitor reports and courier reports.
- Update employee contact information and directories.
- Maintain confidentiality of office information and records.
- Hospitality Management
- Arrange tea, coffee, water, and refreshments for visitors and meetings.
- Coordinate guest hospitality during audits, client visits, and management meetings.
- Ensure proper upkeep of reception and waiting area.
Required Skills :
- Positive Communication Skills
- Telephone Etiquette
- Front Office Management
- Customer Handling Skills
- Basic Computer Knowledge
- MS Office (Excel, Word, Outlook)
- Professional Personality & Grooming
- Multitasking Ability
- Time Management Skills
Preferred Qualifications
- Graduate in Any Discipline
- Diploma in Administration or Front Office preferred
- Knowledge of ERP or Office Management Systems preferred
- Visitor Handling Efficiency
- Telephone Response Time
- Reception Area Maintenance
- Accuracy of Visitor Records
- Timely Coordination Support
- Professional Behaviour & Communication
- Administrative Support Effectiveness
Benefits :
- Food provided
- Health insurance
- Provident Fund