Front Desk Administrator

Company Name: PKF Sridhar & Santhanam LLP

As an Administration Officer in PKF India you will play a key role in supporting the daily operations and ensuring that the administrative functions help the firm run efficiently. The role is crucial in facilitating effective operation of the consulting practice and ensuring that consultants can focus on delivering value to their clients. Your roles and responsibilities are often varied, spanning several areas of the business.

Key Responsibilities:

➢ Welcome and Greet Visitors: Create a warm and inviting atmosphere by welcoming clients,
guests, and employees with a friendly and professional demeanor. Ensure visitors sign in and
out as necessary.

➢ Phone Management: Answer, screen, and direct phone calls to the appropriate department or
individual. Take messages when necessary and maintain a log of incoming and outgoing calls.

➢ Administrative Support: Provide administrative support to various departments as needed,
which may include data entry, document preparation, and assisting with special projects.

➢ Mail and Package Handling: Sort and distribute incoming mail and packages. Prepare
outgoing mail and packages, including courier and postal services.

➢ Appointment Scheduling: Coordinate and schedule appointments and meetings for company
executives, managers, and other staff as required.

➢ Maintain Clean and Organized Workspace: Ensure the reception area and front office are
clean, organized, and presentable at all times. This includes managing office supplies and
ordering new supplies as needed.

➢ Visitor and Security Management: Register visitors, issue badges, and monitor security by
ensuring that only authorized personnel enter the premises. Respond to security and safety
incidents as necessary.

➢ Customer Service: Address inquiries and provide excellent customer service to visitors,
clients, and employees. Direct individuals to the appropriate personnel to meet their needs.

➢ Documentation and Record Keeping: Maintain and update visitor logs, appointment
schedules, and other records as required.

➢ Timesheet Portal Support: Provide timesheet portal support & assistance to all employees &
partners as & when required. It also includes below responsibilities.

• Send new client details to head office for client code creation on portal.
• Creating new project codes in timesheet & maintain record.
• Allocation of project codes to employees & Partners.
• Provide assistance to Partners for timesheet update & submission of travel expenses on portal.
• Extract various reports from timesheet as & when required.

➢ Master data of Engagement letters & other communications :

• Prepare engagement letters as requested by team leaders & partners.
• Prepare other communication letters such as consent letters, NOC Letters
• Making entries on SharePoint & issue reference numbers to all engagement letters & other communication letters.
• Maintain full data of draft/signed engagement letters & other communication letters on SharePoint.
• Filing of hard copy engagement letters in office files
• Follow up with team leaders/partners for signed engagement letters & upload it on SharePoint.

➢ Documents processing on Adobe Echo Sign

• Upload internal documents on Adobe for online signatures from partners & employees.
• Upload engagement letters on adobe for obtaining signatures from clients & partners.
• Send reminders for pending document