Front Desk Administrator

DESIGNATION: EXECUTIVE FRONT DESK AND ADMINISTRATION

JOB PROFILE:

1. Managing the Front Desk/ Reception Area.

2. Answer and screen all incoming telephone calls in a professional and timely manner; take accurate messages with a high level of professionalism and courtesy.

3. Dealing appropriately on queries or requests from all the incoming guests and maintain proper visitor’s data.

4. Understand company organisational structure to refer calls and visitors/ guests to the respective individual.

5. Demonstrates a high level of professionalism in dealing with confidential and sensitive issues.

6. Provide all aspects of daily support to key management personnel, Maintaining Contact Data Base, Meeting coordination, critical e-mail and phone correspondence, update and maintain filing system.

7. Manage the meeting room bookings and occupancy.

8. Providing proper secretarial and administrative support to the executives.

9. Taking care of General administrative support to the executives.

10. Keeping track that good housekeeping standards are followed.

11. Internal Co-ordination in any form, drafting letters and maintaining courier records.

12. Maintaining proper checklist related to housekeeping activities to ensure upkeep of facility.

13. Procurement and Inventory management. Managing day to day purchase of office requirements, preparing purchase request order and getting approval, maintaining inventory of stationary. Medicines etc. and maintain the record.

14. Travel Arrangements with respect to ticket booking (Air, Rail, and Road)

15. Overall Event Management activities.

16. Check bills pertaining to front desk for accuracy and ensure timely payments.

17. Supporting Director in her day to day work as when assigned.

18. Directors Co-ordination

19. Checking whether un-worked/unknown/irrelevant persons are in the reception area.

20. Any other work appropriate to the post.

Administration:

1. Monitoring timely purchase of stationary.

2. Ensuring that there are three Quotations for any Admin Related Requirement that needs to be purchased.

3. Monitoring the proper working of Telephone, Water Purifier, Office Chairs, Vanishing Blinds, and Electrical Equipments like fridge, microwave, etc.

4. Monitoring printing related purchase like letterhead, visiting cards, cash voucher requisition form, challans, etc.

5. Maintenance and Timely renewal of AMC’s.

6. To monitor proper office maintenance through communicating with concerned persons like Electricians, AC Repairers, etc.

7. Monitoring the function of networking like CCTV, Projector, and LAN Points etc.

8. Monitoring clearance of courier bills, stationery bills, card payments, etc.

9. Monitoring proper ticket booking whenever required.

10. Ensuring maintenance of Library Books.

11. Ensuring availability of Keys.

12. Attending to Builder Queries.

13. Front Desk Executive &Admin Assistant, office Boys and Housekeeping’s Reporting Authority.

14. Verifying the Bills Payments for Airtel Mobile, Airtel Landline along with the approvals.

15. Cost Control Analysis.

16. Assisting in Directors Personal work (E.g. – Banking or any related duties) and official work too.

17. Handling Interview Co – ordination.

18. Induction to the New Joinees.

19. Any Multitasking work related to the Front Desk/Admin/Internal Co-ordination.

20. Drivers scheduling and Drivers salary.

21. Overall Housekeeping Monitoring and Housekeeping Monthly Salary.

Other Terms and Conditions of the Job Role :-

22. Ticket Bookings on Public Holidays/Sundays too without any Complaints/Excuses whatsoever.

23. Post 2 month of the joining in case any of the Failed Bookings which may Result in any Cost Escalation shall be borne by you.

24. You shall reply back to All the Emails within 24 hours with the Action to be Taken or Else a Resolution to the problem.

25. All the Bills/Invoice/Any Such Activities where there is a Requirement of Billing has to be approved by the HR Manager.

26. You shall not commit any thing to any Vendors/Business Associates or any such persons involved your day today working unless and until provided in written by the Immediate HOD.

27. Daily End of the Day Reports to be compulsorily sent to the HOD.

28. Your Appraisals shall be strictly judged on the Cost Reduction that you get for the company.

29. No unprofessionalism /Taking Advantages of any Loopholes in any Form shall be acceptable and there shall be Action initiated as per the company norms.

IDEAL CANDIDATE PREFERENCE

EDUCATION QUALIFICATIONS:

• Graduate in any Discipline.

CERTIFICATION /SKILL SETS:

• Certification in Office Management/ Company Administration
• MS- Office
• Typing skills – 30 w.p.m or more

EXPERIENCE:

Minimum 2 years of experience in Front Desk and Administration.

OTHER PROFICIENCY:

• Excellent Communication Skills in English
• Pleasing Personality
• Welcoming Attitude and Approach.
• Good Emotional Quotient.
• Ability to handle visitors (people).
• Adaptable to change
• Keen to Learn