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Front Desk Receptionist

2 months ago

HITEC City Hyderabad Telangana, India Tech Creator Full time

**Job Overview**:
The Front Office Executive will be the first point of contact for visitors and callers to the organization. This role requires an individual with excellent communication skills, a professional demeanour, and the ability to manage multiple administrative tasks effectively. You will be responsible for handling a range of duties that ensure the smooth operation of the front office, including answering phones, greeting visitors, scheduling appointments, and supporting administrative functions.

**Key Responsibilities**:
**1. Reception and Visitor Management**:

- Greet and welcome guests and clients in a professional and friendly manner.
- Direct visitors to the appropriate departments and personnel.
- Ensure all visitors sign in according to company protocol and issue visitor badges when required.
- Notify relevant staff members about visitors' arrival and ensure proper visitor management.
- Answer and direct phone calls to the appropriate departments or individuals.
- Provide information to callers as needed and take messages when necessary.
- Maintain the front office phone system, ensuring that phone lines are active and functional.

**3. Scheduling and Calendar Management**:

- Schedule appointments, meetings, and conference calls for staff members.
- Coordinate meeting rooms, ensuring they are properly set up and equipped for meetings.
- Send out meeting reminders and follow-up as needed.

**4. Administrative Support**:

- Handle incoming and outgoing mail, including sorting, stamping, and distribution.
- Assist with filing, data entry, and document management as required.
- Prepare reports and presentations for management and staff as needed.
- Order and manage office supplies, ensuring the office is well-stocked.

**5. Customer Service**:

- Provide exceptional customer service to clients, visitors, and vendors.
- Assist in resolving issues or concerns promptly and efficiently.
- Maintain a positive and welcoming environment for all stakeholders.

**6. Office Coordination**:

- Ensure the front office area is tidy and organized at all times.
- Ensure compliance with office health and safety protocols.
- Coordinate with facilities management for repairs and maintenance as needed.

**7. General Administrative Tasks**:

- Assist with organizing events or company activities as needed.
- Provide general administrative support to other departments.
- Handle confidential information with discretion and professionalism.

**Required Skills & Qualifications**:

- **Education**: High school diploma or equivalent; a bachelor's degree in business administration, communications, or related fields is a plus.
- **Experience**: Previous experience in a front office, customer service, or administrative role preferred.
- **Skills**:

- Excellent verbal and written communication skills.
- Strong organizational and multitasking abilities.
- Proficiency in MS Office (Word, Excel, PowerPoint, Outlook) and office management software.
- Good problem-solving and interpersonal skills.
- Strong attention to detail and ability to manage time effectively.
- **Personality Traits**:

- Professional and friendly demeanour.
- Adaptable and quick to learn new systems or processes.
- Team player with a positive attitude.

**Working Conditions**:

- Full-time, Monday to Saturday.
- Office hours: 9.30AM to 5.30PM.
- Some flexibility may be required to accommodate urgent tasks or meetings.

This job description provides a general overview of the duties and responsibilities for a Front Office Receptionist. Depending on the specific needs of the organization, additional tasks and responsibilities may be assigned

Pay: ₹25,000.00 - ₹35,000.00 per month

**Benefits**:

- Health insurance
- Provident Fund

Schedule:

- Day shift

**Experience**:

- total work: 2 years (preferred)

Work Location: In person