Receptionist (Female Only)

1 week ago

Ahmedabad, India Prodigy Placement LLP Full time

Job Title: Receptionist

Gender: Female only

Education: Any Graduate

Roles & Responsibilities:

1. Front Desk Management:

● Greet and assist clients, vendors, and visitors professionally.

● Manage incoming phone calls, emails, and walk-in inquiries.

● Route calls and messages to the appropriate departments (e.g., sales, production, design).

2. Customer Service:

● Provide initial information on printing services (e.g., offset, digital, large format).

● Respond to queries regarding order status, quotes, delivery timelines.

● Schedule appointments for client meetings, press checks, or design consultations.

3. Administrative Support:

● Manage office supplies and consumables (paper, toner, etc.).

● Handle incoming and outgoing correspondence (mail, couriers).

● Support the sales or account management team with paperwork (quotes, invoices).

4. Job Coordination Support:

● Enter job orders into ERP or MIS software (e.g., PrintSmith, EFI, Tharstern).

● Track the movement of printing jobs and keep clients informed of delays.

5. File Handling & Prepress Coordination:

● Ensure artwork is forwarded to the design/prepress department.

● Verify submission of required specifications (bleed, resolution, CMYK setup).

6. Invoicing & Payments:

● Assist in generating and dispatching invoices for completed jobs.

● Collect payments and issue receipts (cash, card, or online transfers).

● Keep records of transactions and forward them to the accounts department.

7. Facility Presentation:

● Ensure the reception area and waiting area are clean and professional.

● Display company brochures, business cards, and sample products effectively.

8. Internal Communication:

● Maintain communication between departments (sales, production, dispatch).

● Coordinate delivery or pick-up schedules with the logistics team.

9. Compliance & Safety:

● Maintain visitor logs and security protocols.

● Be familiar with basic workplace safety standards relevant to print facilities.

10. Miscellaneous Tasks:

● Help prepare materials for meetings or trade shows.

● Assist management with basic data entry or HR documentation (leave requests, timesheets).

Skills:

● Clear verbal and written communication to interact with clients and internal teams.

● Professional and courteous demeanor in handling client inquiries or complaints.

● Familiarity with basic printing terminology and processes (offset, digital, wide-format, finishing)

● Handle multiple client inquiries, job entries, and admin tasks simultaneously.

● Prioritize urgent jobs or customer needs based on production schedules.

● Accurate data entry of job orders, client information, and delivery instructions.

● Verify file formats, artwork specs, and customer instructions before forwarding to prepress or production.

● Efficiently coordinate appointment scheduling, job tracking, and front desk tasks.

● Ensure follow-ups on pending jobs, client calls, or proofs awaiting approval.

● Filing, documentation, invoicing, and mail handling.

● Managing office supplies and coordinating with vendors when necessary.

● Build rapport with regular clients, suppliers, and co-workers.

Job Type: Full-time

Pay: ₹15, ₹20,000.00 per month

Work Location: In person

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