Front Office and Admin Mumbai- Nariman Point Female

2 weeks ago

Mumbai, India ManpowerGroup Service Pvt Ltd Full time

We are hiring for one of our client for the position of Admin and Front office Manager

Key Responsibility Area

1. Guest Management at the Reception Area

Ø Responsible for welcoming the guest (only with a prior appointment), wishing him or her “Good

Morning/ Good Afternoon/ Good Evening” and making them comfortable in the lobby area and

maintaining visitor’s details in the register

Ø Requesting the visitor for refreshments and drinking water & organizing the same through the pantry

boy on a priority basis.

Ø Ensure that the visitor meets the concerned HOD, CMD, or manager at the stipulated time by escorting

him or her to the conference or meeting room. If the concerned HOD or employee is not able to meet

the visitor in 5-6 minutes, then inform the CMD by message.

Ø If the CMD’s guest is coming, please coordinate with him before taking the guest to his cabin.

2. Equipment Maintenance & Management

Ø Responsible for the functionality and maintenance of all equipment such as the AC, fridge, water

purifier, oven, and fire extinguisher in HO. Daily updates are to be done during the morning and

evening office rounds. All equipment in the HO should be repaired by authorised service centres or

vendors.

Ø Ensure that the weekly schedules are floor-wise for maintenance and servicing of all equipment like

the AC, water purifier, oven, and water pumps, and ensure smooth functioning on a daily basis.

Ø Ensure that the daily, weekly, and monthly tracker is maintained in Excel and the Admin Service

Register.

3. EPABX Handling

Ø Responsible for answering all incoming calls before the third ring in a warm, enthusiastic, and

professional manner.

Ø Answer promptly by greeting the caller pleasantly and introducing yourself and the company,

Columbia Petro Chem Pvt. Ltd.

Ø When taking messages, note the name of the caller correctly, the organization, the contact number,

Ø While transferring the call internally, note the name, organization and reason for the call, notify the

employee, and then transfer the call.

4. Conference / Meeting Room Management

Ø Before the meeting begins, ensure that the conference room is kept clean, and all the lights, AC & TV

(if required) are switched on 2 minutes prior to guest arrival.

Ø Ensure that the notepad, pen/pencil, water bottles, sanitizer bottles & tissue paper are on the table as

per the number of guests.

Ø Ensure that the pantry boy is available in the vicinity for serving tea/coffee & snacks.

Ø The washroom on the first floor should not be used by any staff when the CMD’s guest is in a meeting

with the CMD.

[12:23 PM] Sharma, Shikha

Incoming & Outgoing Courier Management Ø Ensure that all the incoming couriers are received & distributed to the concerned person with their signature on the same day. Ø Ensure that all outgoing couriers tracking with details of sender, purpose, time, and sent date and reach the respected designation. Also, ensure MIS is maintained on a daily basis. Ø All outgoing courier POD is to be given to the concerned person the next day and all POD is to be filed & maintain its MIS tracker in Excel on a daily basis. Ø Ensure that all POD are crosschecked and verified with the original monthly courier bill & follow up with the accounts department till payment is received by the vendor. 6. Housekeeping Management Ø Responsible for daily 4-6 rounds individually on all floors at regular intervals to keep a check on housekeeping staff for washroom cleanliness, daily mosquito fogging & Rat mat check Ø Ensure that housekeeping activities are monitored on every floor. 7. Stationary Tracking & Management Ø Responsible to maintain stationary register and tracking distribution and stock. Ø To raise purchase requisition as and when required to maintain minimum stock quantity for HO in a cost effective manner. 8. Drivers & Company Car Management Ø Responsible for the driver’s schedule and upkeep of company vehicles and ensure along with the drivers that the AC, car freshener, water bottles and tissues papers are properly placed at their respective location in the car. Ø Ensure that the drivers are wearing formal ironed dress and brief them about their daily schedule. Ø A front office must accompany the driver while filling petrol/diesel/CNG filling in the car. 9. Food & Water Management Ø Responsible for arranging lunch, snacks & mineral water at HO as per the schedule timings by timely coordinating with the concerned food vendors & mineral water vendor. Ø Ensure that the pantry boys and housekeeping staff are present to manage the schedule and cleaning of the canteen and pantry is done on daily basis. Ø Avoid drinking water wastage and must maintain Bisleri Jar of 20 liters on a daily basis. 10. Asset Register, MIS & Reports Ø Responsible for all the office assets register reconciliation, cross verification & maintenance on monthly basis. Ø Ensure that all MIS report are maintained on daily, weekly & m

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