Front Office Executive / Receptionist

Office Management:

Greet and assist visitors, clients, and team members.
Regular inspection reports on office cleanliness and maintenance.
Timely resolution of maintenance issues and tracking of turnaround time and constantly improving the same.
Implementation of cost-effective measures for office upkeep.
Manage deep cleaning on every Saturday through the support staff.
Feedback from employees regarding the quality of housekeeping services.
Manage office supplies and place orders as needed
Regular stock audits to prevent shortages or excess.
Cost-effective procurement of office supplies.
Implementation of systems for tracking stock levels and reordering.

Support Staff Management:

Work closely with support staff (office boys, pantry boys and housekeeping staff and other future hires) to uphold the highest standards of office upkeep.
Manage shift timings of the staff to ensure continuous presence in the office
Accurate tracking and reporting of support staff overtime hours and give approvals accordingly
Implementation of policies to minimize overtime while ensuring adequate staffing.
Ensuring regular feedback is shared with the staff to help them get better
Share performance feedback with the HR team on a timely basis and raise red flags if any.

Administrative Support:

Implementation of a tracking system for company couriers and coordinating with the courier agency for timely delivery.
Handle incoming calls and emails, directing them to the appropriate parties.

Collaboration:

Collaborate with various departments to facilitate communication and workflow.
Assist in the planning and execution of team events and activities.
Periodic evaluation of vendor performance.
Negotiation of cost-effective contracts and services.
Quick resolution of issues related to vendor services
Assigned vendor agreement signing and renewal as needed

Support to Finance function:

Implementation of cost-saving measures in billing processes.
Accuracy in billing documentation and adherence to financial policies.
Working closely with the finance team to ensure timely payments.
Adherence to the allocated budget for each category.
Regular reporting on budget utilization and forecasting.

Desired Candidate Profile

2-5 years of experience in administrative role reporting directly to upper management
Superb written and verbal communication skills
Strong time-management skills and the ability to organize and coordinate multiple projects at once
Proficiency in Microsoft Office and other office productivity tools, with aptitude to learn new software and systems
Flexible team player willing to do what it takes to get the job done; adaptable and enjoys a challenge
Ability to keep company confidences