Job Description: Front Office Executive

Location: Pune, Maharashtra
Function: Administration / Facilities
Position: Front Office Executive
Experience: 5 to 10 years
Minimum Relevant Experience: At least 5 years of hands-on experience in independently managing front office/reception operations

Position Overview

We are looking for a professional, well-organized, and service-oriented Front Office Executive to manage front office operations at our Pune office.

The incumbent will be the first point of contact for employees, visitors, customers, vendors, and other external stakeholders and will play an important role in creating a professional and welcoming workplace experience.

The role will be responsible for reception management, visitor coordination, telephone handling, meeting room coordination, courier and mail management, office administration, and day-to-day facility support. The successful candidate should be capable of independently managing a busy corporate front office while maintaining high standards of professionalism, confidentiality, safety, and service.

Key Responsibilities

1. Front Office & Visitor Management

- Manage day-to-day front office and reception operations in a professional and efficient manner.
- Welcome and receive visitors, customers, vendors, interview candidates, and other guests.
- Maintain visitor records and ensure appropriate visitor registration and issuance of visitor badges/passes.
- Inform concerned employees promptly regarding visitor arrivals and coordinate visitor movement within the office.
- Ensure visitors are appropriately attended to while waiting and maintain a high standard of hospitality.
- Ensure that no unauthorized visitor enters restricted office areas without an appropriate employee/contact person.
- Provide visitors with relevant office, safety, and security information.
- Maintain the reception and waiting areas in a clean, professional, and presentable condition.
- Support visitors with information regarding local transportation, hotels, restaurants, taxi arrangements, and other requirements, where necessary.

2. Telephone & Communication Management

- Manage incoming calls received through the company's main telephone/reception number.




- Screen and route calls professionally to appropriate employees/functions.
- Respond to general enquiries and ensure accurate and timely communication.
- Manage the reception/facility mailbox and coordinate requests with the appropriate internal stakeholders.

3. Meeting Room & Office Coordination

- Coordinate the readiness of meeting rooms and common areas.
- Ensure meeting rooms are maintained in a professional condition and required supplies are available.
- Support meeting arrangements, including coordination for visitors, refreshments, room readiness, and other administrative requirements.
- Coordinate with internal teams and service partners to resolve meeting room or workplace-related issues.

4. Mail, Courier & Delivery Management

- Receive, record, sort, and internally distribute incoming letters, couriers, and small packages.
- Coordinate outgoing courier and postal requirements.
- Liaise with courier, transport, and delivery service providers as required.
- Receive and appropriately process office deliveries.

5. Facility & Office Administration Support

- Provide day-to-day administrative and facilities support to ensure smooth office operations.
- Coordinate employee and facility-related requests received through the reception/facilities desk.
- Support the management and issuance of office keys, access-related items, remote controls, and other company assets assigned through reception.
- Assist in coordinating employee and visitor parking facilities, wherever applicable.
- Monitor requirements for office stationery, paper, drinking water, meeting-room supplies, and other general office consumables and coordinate replenishment.
- Coordinate with facility management, housekeeping, security, and other service providers for routine requirements.
- Support basic administrative activities and documentation as required by the Administration/Facilities team.

6. Safety,



Security & Compliance

- Ensure front office activities are carried out in accordance with company security, safety, and visitor management procedures.
- Work closely with Security, Facilities, EHS, IT, HR, and other functions as required.
- Ensure appropriate confidentiality when dealing with visitor information, employee information, telephone calls, documents, and other sensitive matters.
- Promptly escalate any safety, security, facility, or visitor-related concerns to the appropriate stakeholder.

Experience & Qualification

- 5 to 10 years of overall professional experience, preferably in front office, reception, administration, hospitality, or corporate facilities.
- Minimum 5 years of direct experience in independently handling front office/reception operations in a professional corporate workplace.
- Graduate degree in any discipline. A qualification in Administration, Hospitality, Hotel Management, or a related discipline will be an advantage.
- Previous experience working in a multinational company, large corporate office, engineering/manufacturing organization, or premium business/hospitality environment would be preferred.

Skills & Competencies

- Excellent verbal and written communication skills.
- Strong interpersonal and customer-service orientation.
- Professional appearance, etiquette, and executive presence.
- Ability to interact confidently with senior management, employees, customers, international visitors, vendors, and other stakeholders.
- Strong organizational and multitasking abilities.
- Ability to independently prioritize multiple front office and administrative requirements.
- Good working knowledge of Microsoft Outlook, Word, Excel, Teams, and other standard Microsoft 365 applications.
- Good telephone etiquette and professional correspondence skills.
- Strong attention to detail and record-keeping ability.
- Ability to maintain confidentiality and exercise appropriate discretion.
- Calm and composed approach when managing difficult visitors, complaints, emergencies, or unexpected situations.
- Good coordination and vendor-management skills.

Pay: ₹40,000.00 - ₹50,000.00 per year

Work Location: In person

📌 Senior Front Office Executive (Pune)
🏢 Procigma
📍 Pune