Front Desk Executive

2 months ago

Bengaluru, India Indian Institute for Human Settlements Full time

The front desk executive will be responsible for pleasantly and effectively handling all front desk activity at IIHS, including visitors, phone calls and courier packages.

This is a contractual position for an initial term of 11 months, renewable on mutual consent, with the potential to turn into a regular position over time.

**Activities and Tasks**

Responsibilities would include, but not be limited to, the following:

- Greeting visitors and ensuring that they have a pleasant and comfortable experience in the reception area;
- Receiving phone calls and maintaining proper records for all incoming and outgoing call traffic;
- Staying updated on all Institutional activities and programs, as needed to handle queries and respond effectively at the front desk;
- Assisting the travel team in making cab bookings as per the tracker set by the travel in
- charge;
- Providing support during events and senior delegate visits;
- Handling all courier and postal related queries, managing the concerned vendors, and submitting the invoices on time to the billing desk;
- Conducting “facility rounds” to assess the status of housekeeping activities and the alertness of security staff;
- Joining the location Admin manager during daily briefing of the support staff;
- Maintaining MIS on any Administrative processes as assigned by the Supervisor; providing timely updates and maintaining proper periodicity of reporting;
- Checking the correctness of all security registers being maintained at the site;
- Taking up any additional responsibility that the Supervisor may set from time to time;
- Providing support to other IIHS activities including academics, research, training, practice, operations and others;
- Participating in all activities of Institution-Building at IIHS; carrying out tasks as assigned by IIHS; and travelling on IIHS work within or outside the country as and when needed.

**Structure and Reporting**

The front desk executive - Administration will be an External Consultant coordinating with the Manager - Administration at IIHS and will be required to collaborate effectively with a diverse group of internal teams and external individuals/organizations, and students.

**Person Specification**
- Be a Bachelor’s degree holder in any discipline with 3-5 years of relevant work experience;
- Have a proven track record in seamlessly handling front desk activities including call receiving and tracking;
- Have a pleasing personality and be able to handle pressure gracefully;
- Have the ability to maintain MIS on key Administrative processes, with competency in MS excel;
- Be experienced in handling Housekeeping and Security staff, including their schedules and day to day work;
- Be a confident speaker and an alert listener;
- Be punctual and meticulous in all aspects of their work;
- Be very comfortable communicating in and comprehending English, Hindi and Kannada.

This is a contractual position for an initial term of 11 months, renewable on mutual consent, with the potential to turn into a regular position over time. This offer is on an exclusive basis, which implies that other professional assignments (whether compensated or not) that bear a potential conflict of interest with IIHS cannot be undertaken.

The search will remain open until the position is filled.

**Location**

This position is based in Bengaluru and may entail travel to other locations in India.

**Review and Assessment**

**Diversity Policy

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