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Front Office Associate

2 months ago

west bengal, 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