Admin/Front Office Executive

7 days ago

Pune, India UJA Global Advisory Full time

Role- Admin/ Front Office Executive

Location- Magarpatta City, Pune

Company- UJA Global Advisory Pvt Ltd

Key Responsibilities:

Front Office Management:

  • Greet and assist clients, visitors, and staff in a professional manner.
  • Handle incoming calls, emails, and walk-ins efficiently.
  • Prepare meeting rooms and boardroom before the meetings and arrange meeting room bookings as per the requirements.
  • Maintain visitor records, employee movement records and ensure security protocols are followed.
  • Arrange the access for the Clients car parking and arrange access cards of employees as per Office building rules
  • Maintain Petty cash records as per the utilization

Administrative Support:

  • Handle day-to-day office administrative tasks (stationery, housekeeping, pantry, courier, etc.).
  • Coordinate with vendors and service providers (AMC, utilities, maintenance).
  • Manage all the housekeeping staff and office boys day to day work schedule.
  • Manage domestic and international courier inwards and outwards
  • Manage travel and accommodation bookings for employees and clients
  • Coordinate with the Marketing team for various printings
  • Coordinate with HR team for various events logistics requirements.
  • Managing office supply inventory and placing orders when necessary including record keeping of Vendors, Purchases and Inventory in the system.
  • Maintain files and records (physical and digital) in an organized manner including Courier management, Inward outward tracker, etc. Provide administrative support to other departments as needed.
  • Coordinate with the front office of all the branch offices and provide them with the resources on time as per the requirements.

Documentation & Coordination:

  • Maintain and update Calendar for all recurring and adhoc tasks to plan and execute.
  • Maintain and update all folders of Administration functions in a systematic and organized manner. Including master files, contacts, Purchase orders, contracts, correspondences, etc.
  • Manage documentation and filing for Bank audits.
  • Assist the Bank audit team with documentation, form filling, follow-ups, and basic documentation.
  • Coordinate for document collection and dispatch with clients and internal teams.

Office Upkeep:

  • Ensure the reception area and office premises are well-maintained and presentable.
  • Oversee cleanliness and support facilities management (both preventive and corrective ) and with proper scheduling. Maintain the office premises hygiene

Key Skills Required:

  • Pleasant personality with a polite attitude.
  • Proactive and professional attitude.
  • Good communication (English), both verbal and written.
  • Basic knowledge of MS Office (Word, Excel, Outlook).
  • Multitasking and time-management skills.
  • Ability to handle confidential information with discretion.

Qualifications & Experience:

  • Graduate in any discipline (B. Com / BBA preferred).
  • 23 years of experience in admin role.

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