1.JOB DESCRIPTION

Job Position : Receptionist

Job Position Code

HRM/HRO&RS;/T

Division

HR Operations & Reception Services

Division Code

7004

Industry

Healthcare, Education, Finance, Construction, Real Estate and Automobile

Position

Full Time

Department

Human Resources

Reports to : HR Assistant Manager

About Guires : Guires Group is a renowned global provider of services in advanced Contract Research, Data Science, Development, Pilot Manufacturing, Education, Consulting and outsourcing. Under our diverse brand portfolio, we are dedicated to facilitating the development of innovative products and solutions across diverse industries.

Job Function/Role Summary

The Reception Services Executive will oversee end-to-end Admin operational processes related to onboarding, attendance tracking, time management, payroll coordination, employee engagement events, and front-office services. This role ensures timely and accurate record-keeping, smooth employee onboarding, responsive query management, and efficient communication between departments.

Work Schedule : Full Time, Monday to Saturday, 09:00a.m. to 6:00pm. Hours may vary on occasion, depending on workload.

Req. Qualification : Education and Experience :

- Bachelor’s/master’s degree in human resource management, Business Administration, or related field.

Req. Experience :

- 0-1 years of relevant experience in a related field.

Req. Knowledge and Skills :

- Skills and Abilities :

- Strong interpersonal skills with the ability to build and maintain strong working relationships both internally and externally.

- Proficient in MS Office Suite (Excel, Word, Outlook)

- Good interpersonal and communication skills

- Familiarity with HR policies and procedures

- Time management and multi-tasking ability





- Knowledge of front office and administrative procedures

- Excellent communication, coordination, and interpersonal skills.

Essential Duties and Responsibilities

Key Responsibilities

Admin Operations & Onboarding

- Coordinate end-to-end onboarding and offboarding formalities.
- Collect, verify, and maintain all joining documents including NDAs, biodata forms, training files, and salary breakups.
- Enter recent hire details into the ERP system and upload documents within 48 hours.
- Schedule and conduct employee orientation, compliance briefings, and Q&A; sessions.
- Facilitate team introductions, assign buddies/mentors, and ensure initial training handover.
- Track and document mid-term and final probation review outcomes.
- Gather onboarding feedback and contribute to process improvement.

2. Attendance & Time Management

- Maintain accurate daily attendance records including login/logout, WFH, permissions, and breaks.
- Monitor late arrivals, early departures, and update monthly leave balances.
- Generate daily, weekly, and monthly attendance reports for review.
- Conduct regular audits to ensure policy compliance and address anomalies.
- Follow up on unauthorized absences within 24 hours and ensure timely ERP updates.

3. Payroll Support

- Compile validated attendance and leave data for monthly payroll inputs.
- Ensure timely submission of payroll information with mínimal discrepancies.




- Coordinate closely with finance or payroll teams to resolve input mismatches.

4. Front Desk & Reception Services

- Greet and guide visitors in a professional and courteous manner.
- Handle incoming calls, messages, couriers, and maintain the visitor logbook.
- Manage meeting room bookings, cleanliness, and readiness.
- Maintain front-office presence and support basic inter-departmental coordination.
- Log and route employee queries through the internal ticketing system and ensure timely resolution.

5. Administrative & Logistics Support

- Coordinate business travel bookings, accommodation, and logistics for staff and guests.
- Track office supplies and manage vendor coordination for restocking and services.
- Provide assistance in organizing training, internal meetings, and cross-functional coordination.

6. Employee Engagement & Events

- Assist in planning and executing annual celebrations, team-building events, and engagement activities.
- Coordinate logistics for events including guest handling, venue setup, and materials preparation.
- Collect employee feedback post-event and prepare engagement effectiveness reports.

7. Daily Task Evaluation & Monitoring :

- Track and evaluate employees' daily tasks, ensuring that goals and targets are being met.
- Assist managers in collecting performance data and reporting on daily productivity.
- Maintain records of task completion and highlight areas for improvement or follow-up.

8. Overall Administrative Support :

- Provide day-to-day administrative support for HR operations, ensuring efficient workflows and adherence to company policies.
- Handle HR correspondence, including employee inquiries, and respond to administrative

📌 Receptionist (Nungambakkam)
🏢 Guires Solutions
📍 Nungambakkam