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Front Office Associate

2 months ago

Kottayam, India Vehere Full time

Job Summary:


Is the first point of contact at the office and ensures all visitors are received and welcomed properly. Responsible for all front desk activities and provides administrative and executive assistance as required.


Key Roles and Responsibilities:


  • Ensure front office area is neat and presentable and equipped with necessary material
  • Receive and welcome guests
  • Make arrangements for food and refreshments for guests and provide any other assistance to guests as required
  • Answer queries and handle issues received at the front desk
  • Answer incoming calls, relay messages and redirect as necessary
  • Receive and distribute all incoming correspondence and maintain records of receipt
  • Receive packages and materials, manage delivery challans and other receipt documents and maintain records of receipt
  • Ensure dispatch and delivery of outgoing correspondence and material and maintain records and documentation related to dispatch
  • Issue stationary, medicines, office supplies, and other necessary items to employees
  • Manage office supplies of stationary, medicines, food and beverages, pantry supplies, housekeeping equipment etc. and order stock as required
  • Ensure smooth and efficient day-to-day operations with respect to facility management, security, housekeeping, cleanliness, repairs & maintenance etc.
  • Coordinate with vendors for office repairs and maintenance and supervise their staff
  • Coordinate with the building operations and maintenance staff for facility related matters
  • Assist HR with scheduling candidate interviews, organizing selection tests and interviews and provide timely data and updates
  • Assist in new employee on-boarding by issuing stationary, answering queries and providing general support
  • Manage the customer helpdesk and record customer queries and issues on the Incident Management System
  • Make arrangements for office events and activities
  • Maintain files and records
  • Provide executive assistance to top management as required



Skills and Experience:


  • Experience as front desk representative or receptionist
  • Knowledge of office management procedures and systems
  • Hands-on experience with office machines like FAX, EPABX, printers etc.
  • Proficiency in MS Office
  • Excellent communication skills and fluency in English
  • Professional appearance and demeanor
  • Excellent interpersonal skills and pleasing personality
  • Excellent planning, organization and time management skills
  • Ability to multi-task and handle pressure
  • Problem solving skills
  • Customer orientation