Front Office Receptionist

Job Title- Office Receptionist

Department / Group- Admin

Location- Mumbai

About Dolat Capital

• Dolat Capital Group has established itself as a prominent player in the Indian financial landscape, boasting over two decades of excellence in the institutional equities’ domain. Our journey has been marked by an unwavering commitment to providing superior financial services and insightful market analyses.
• Data Analytics and Research Team: An integral part of Dolat Capital, our Data Analytics and Research Team specializes in conducting meticulous sector analyses that empower our clients with actionable insights. We believe that well-informed decisions are the bedrock of success in the financial markets, and our research plays a pivotal role in shaping those decisions.
• Market Specialization: Our expertise extends to the niche domain of Indian mid-caps and derivative segments. This specialization uniquely positions us to guide institutional clients in effectively positioning their portfolios and generating alpha for their esteemed investors.
• AIF & Stated Wealth Management: In addition to our core strengths, we also offer services in Alternative Investment Funds (AIF) and Stated Wealth Management. These services enable us to provide holistic financial solutions that cater to a wide spectrum of client requirements. Our commitment to delivering value extends beyond traditional avenues, making us a comprehensive partner in financial success.

Job Summary- The Office Receptionist will serve as the first point of contact for all visitors, clients, and callers, ensuring a warm, professional, and efficient front-office experience. This role is responsible for managing the reception desk, handling incoming calls, coordinating meeting rooms, and maintaining a clean, organized, and secure office environment. The receptionist will assist with scheduling, mail and courier handling, travel support, basic administrative tasks, and office inventory related to front-desk operations. With a strong focus on communication, customer service, and multitasking, the role plays a key part in supporting smooth daily operations and upholding the company’s professional image.

Key Responsibilities

Front Desk & Visitor Management

• Greet and welcome guests, clients, and employees in a professional and courteous manner.
• Direct visitors to the appropriate employee, department, or meeting as required.
• Maintain the reception area in a clean, organized, and presentable condition at all times.
• Manage visitor logbooks, issue access badges, and ensure adherence to security protocols.

General Office Support

• Assist employees with routine queries related to front-desk services and meeting room availability.
• Provide clerical and administrative support to the HR/Admin team during events, audits, or office activities.
• Take proactive steps to manage issues related to meeting room usage, visitor flow, or front desk operations.

Meeting Room & Scheduling Coordination

• Ensure meeting rooms are clean, equipped, and ready for scheduled meetings, interviews, and presentations.
• Support hosting of clients and guests during meetings, offering assistance with refreshments or arrangements.
• Maintain and update meeting room calendars; schedule or reassign rooms as needed.
• Coordinate internally to ensure smooth meeting flow and timely room readiness.

Communication Handling

• Manage incoming phone calls—answer, screen, forward, and take messages where applicable.
• Provide accurate information to callers and walk-in visitors regarding office processes, contact details, and general queries.
• Handle routine email communication on behalf of the reception desk.

Mail, Courier & Office Supply Management

• Receive, sort, and distribute daily mail, courier packages, and deliveries.
• Maintain an updated record of all incoming and outgoing packages.
• Manage front-office stationery and assist with replenishing office supplies in coordination with the Admin team.
• Monitor stock levels and raise requests for restocking supplies on time.

Travel & Administrative Support

• Assist in arranging travel and accommodation bookings for employees as required.
• Prepare vouchers, maintain related documentation, and coordinate with finance for approvals.
• Support day-to-day administrative tasks such as filing, photocopying, printing, scanning, and document handling.

Office Security, Protocol & Compliance

• Follow company security and safety protocols for visitor entry and movement.
• Ensure that reception desk systems, logs, and access records are accurately maintained.
• Coordinate with security personnel and Admin team for emergency protocols or visitor escalation.

Expense, Record-Keeping & Reporting

• Maintain accurate records of AMC contracts, procurement, office assets, repairs, insurance, compliance files, reception expenses, petty cash (if applicable), and supply costs.
• Maintain updated sitting plans, access card records, asset allocation logs, and inventory databases.
• Prepare regular MIS dashboards for management.
• Prepare periodic summaries for the Administration team on consumables, courier usage, and visitor logs.

Requirements

• Proven experience as a Receptionist, Front Office Executive, or Administrative Assistant.
• Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint).
• Hands-on experience with basic office equipment (printers, scanners, EPABX, fax machines).
• Commitment to the job position and sincerity in managing tasks.
• Excellent verbal and written communication skills.
• Professional appearance, polished grooming, and a courteous presence.
• Strong organizational and time-management skills.
• Ability to multitask and remain calm under pressure.
• Minimum HSC / Bachelor’s Degree preferred; certification in office administration is an advantage.

Preferred Qualifications

• 2+ years of experience in front office or administrative roles within a corporate environment.
• Exposure to receptionist duties in financial services, consulting, or professional services firms (preferred).