Front Desk Executive

3 weeks ago

India, IN Luxury Personified Full time

We are looking for a professional and organized Front Office & Administrative Executive to manage smooth front office operations, support administrative tasks, and handle travel & logistics. The ideal candidate will greet visitors, manage communications, maintain office supplies, coordinate meetings, assist with HR onboarding, and ensure seamless office operations—all while upholding confidentiality and professionalism.


Key Responsibilities


Front Office & Visitor Management:

  • Greet and welcome visitors, clients, and employees with professionalism and courtesy.
  • Maintain a neat and organized reception area.
  • Notify relevant employees or departments of visitor arrivals promptly.
  • Answer incoming calls, redirect them appropriately, and take messages when necessary.
  • Monitor and respond to front desk emails courteously and efficiently.
  • Handle general inquiries or route them to the relevant personnel.


Mail & Communication:

  • Receive, sort, and dispatch incoming and outgoing mail, couriers, and packages.
  • Maintain registers for all incoming and outgoing items.
  • Notify recipients of received packages and ensure timely delivery.


Meeting & Office Coordination:

  • Schedule internal and external meetings as requested.
  • Ensure meeting rooms are ready with necessary resources (projectors, refreshments, etc.).
  • Maintain and update meeting room calendars.
  • Oversee the smooth functioning of daily office operations.


Administrative Support & Office Management:

  • Maintain inventory of office supplies; raise requisitions for ordering as needed.
  • Distribute supplies across departments and ensure cost-effective usage.
  • Liaise with external vendors for office equipment maintenance (printers, water dispensers, ACs, etc.).
  • Monitor AMCs and service contracts; escalate issues promptly.
  • Ensure cleanliness, hygiene, and safety of office premises.
  • Maintain and update office documentation, including vendor contracts.


HR & Onboarding Support:

  • Assist HR with onboarding activities: welcome kits, ID cards, desk setup, etc.
  • Maintain confidentiality of sensitive employee and company data.


Travel & Logistics:

  • Book domestic and international travel: flights, hotels, car rentals, and transfers.
  • Assist employees with visa applications, travel insurance, and itinerary documentation.
  • Maintain a centralized travel calendar for visibility and planning.


Compliance & Professionalism:

  • Adhere to company policies and compliance protocols in all communications and documentation.
  • Maintain high levels of professionalism, confidentiality, and integrity at all times.


Skills & Qualifications:

  • Proven experience in front office, administrative, or office management roles.
  • Excellent communication and interpersonal skills.
  • Strong organizational and multitasking abilities.
  • Proficiency in MS Office and office management software.
  • Ability to handle sensitive information with discretion.
  • Customer-focused with a professional demeanour.


Why Join Us:

  • Opportunity to work in a dynamic and professional environment.
  • Exposure to a wide range of administrative and operational functions.
  • A culture that values professionalism, efficiency, and collaboration.

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