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Front Office Executive

4 weeks ago

Cochin, Kerala, India JIITAK Inc. Full time
Company Description:
JIITAK Inc. (株式会社JIITAK) is a rising software development studio headquartered in Japan, dedicated to sustainable system development. We prioritize delivering digital solutions that not only elevate our clients' businesses but also minimize our ecological impact. Our talented team, comprising skilled architects, designers, managers, coordinators, and developers, specializes in crafting custom, eco-conscious software solutions to meet our clients' needs.
In our pursuit of sustainability, we integrate these principles into every phase of our workflow, including planning, designing, and development processes. We firmly believe that digital solutions should align with and support the long-term health of our planet.
About the Role:
We are looking for a proactive and detail-oriented Front Office Executive to join our team. In this role, you will be responsible for managing administrative tasks, coordinating office activities, and providing essential support to ensure smooth daily operations. Your duties will include handling correspondence, scheduling meetings, maintaining records, and assisting in various clerical and organizational tasks. Strong communication and organizational skills are essential for success in this role. This role is on a probationary basis for three months, with a monthly stipend of 20,000 INR. Following a successful evaluation period, a permanent position will be offered.
Note: This is a full-time onsite opportunity based in Kochi, Kerala. For more information, please visit our website at Responsibilities:
- Manage daily schedules, appointments, and meetings for the Operations Manager.
- Handle phone calls, emails, and correspondence efficiently.
- Maintain and organize files, records, and documents.
- Assist in preparing reports, presentations, and business documents.
- Coordinate travel arrangements, accommodations, and expense reports.
- Support in tracking operational tasks and project timelines.
- Assist in data entry, report generation, and documentation for operational activities.
- Follow up with different departments on pending tasks and deadlines.
- Coordinate with vendors, suppliers, and external stakeholders.
- Ensure compliance with company policies and procedures.
- Draft letters, memos, and official communications on behalf of the Operations Manager.
- Maintain confidentiality in handling sensitive information.
- Take meeting minutes and circulate them to relevant stakeholders.
- Prepare and organize materials for internal and external meetings.
- Ensure smooth office operations by managing office supplies, stationery, and equipment.
- Act as a point of contact between employees, management, and clients.
- Support event planning, workshops, or team activities.
- Use office software like MS Office, Google Workspace, and ClickUp (if used in your organization).
- Update records in operational and HR software.
- Assist with basic troubleshooting of office IT equipment.
Skills and Qualifications:
- Ability to manage multiple tasks, prioritize workload, and maintain records efficiently.
- Strong verbal and written communication for professional interactions and correspondence.
- Efficient in scheduling and meeting deadlines while handling multiple responsibilities.
- Accuracy in handling documents, reports, and office coordination tasks.
- Ability to manage sensitive information with professionalism.
- Quick decision-making and troubleshooting abilities in administrative tasks.
- Professionalism in dealing with colleagues, clients, and stakeholders.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Google Workspace.
- Experience in using project management tools (e.g., ClickUp, Trello, Asana) is a plus.
- Basic knowledge of office management software and databases.
- Bachelor's degree in Business Administration, Office Management, or a related field (Preferred but not mandatory).
- A diploma/certification in Secretarial Practices or Office Administration is an advantage.
- Prior experience in supporting an Operations Manager or working in a corporate office setting is beneficial.
Perks:
- Job offer: Successful candidates may transition to a full-time role.
- Equipment: A dedicated Apple Silicon Macbook will be provided for the duration.
- Cultural Exchange: Collaborate with our Japanese teammates.
- Office Amenities: Enjoy free snacks & beverages at the office.
- Certification: Receive a certificate and a letter of recommendation upon successful completion of the Probation.
- Flexibility: Benefit from flexible work hours and an informal dress code.
- Work-Life Balance: Experience a 5-day workweek, promoting a balanced lifestyle.