Admin Executive

**Job description**

**Job Title**: Admin Executive
**Department**: Administration

**Job Purpose**:
The Front Office Executive is responsible for managing the front desk and ensuring the smooth operation of daily administrative tasks. The role involves handling a variety of duties such as greeting visitors, answering phone calls, scheduling appointments, managing office supplies, and assisting with general administrative functions. The Front Office Executive plays a key role in creating a welcoming atmosphere and maintaining a professional image for the company.

**Key Responsibilities**:
**Reception and Customer Service**:

- **Visitor Reception**:
**Scheduling and Coordination**:

- **Meeting**/ **Training Room Arrangements**:

- Ensure that meeting rooms are booked, prepared, and available for scheduled appointments.
- **Travel Arrangements**:

- Assist with travel bookings, including flights, accommodations, and transportation for employees or visiting clients.

**Administrative Support**:

- **Office Supplies and Inventory**:

- Monitor and maintain the inventory of office supplies, including stationery, and order items as needed.
- Keep track of office equipment, ensuring that all items are functioning properly and arrange for repairs if necessary.
- **Data Entry and Filing**:

- Handle data entry tasks, including updating contact information, maintaining databases, and filing documents (both physical and digital).
- Organize and maintain files and records to ensure quick and easy access when needed.
- **Mail**/ **Courier Management**:

- Receive and sort incoming mail and deliveries, ensuring timely distribution to the appropriate personnel.
- Prepare and send out outgoing mail, packages, and couriers.

**Office Management and Support**:

- **Administrative Assistance**:

- Provide general administrative support to senior management and other departments as required.
- Assist in organizing company events, meetings, and conferences, including logístical coordination.
- **Managing Office Cleanliness**:

- Ensure that the front office area is neat, tidy, and organized at all times.
- Coordinate with office cleaning staff to maintain cleanliness in common areas.

**Skills and Qualifications**:

- **Educational Qualification**: degree in Business Administration or a related field is a plus.
- **Experience**: Previous experience as a Front Office Executive, Receptionist, or in a customer service role is preferred.
- **Technical Skills**:

- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
- Familiarity with office equipment such as printers, and photocopiers.
- Experience with office management software or scheduling tools is a plus.
- **Communication Skills**:

- Excellent verbal and written communication skills.
- Knowledge in Hindi is an advantage.
- Ability to interact professionally and courteously with clients, visitors, and staff.
- **Organizational Skills**:

- Strong organizational skills with the ability to manage multiple tasks efficiently.
- Detail-oriented with the ability to prioritize tasks effectively.
- **Problem-Solving Skills**: Ability to handle and resolve issues in a calm and professional manner.
- **Multitasking Ability**: Ability to manage a variety of tasks simultaneously and stay organized under pressure.

**Working Conditions**:

- **Work Environment**: Office-based, with a primary focus on the front desk and reception area.
- **Physical Demands**: Sitting for extended periods.

**Key Performance Indicators (KPIs)**:

- Efficiency in handling visitor check-ins and phone inquiries.
- Timeliness and accuracy of scheduling and appointment management.
- Organization and cleanliness of the front office area.
- Successful coordination of office supplies and inventory management.
- Greet and welcome guests, clients, and visitors in a courteous and professional manner.
- Direct visitors to the appropriate departments or personnel and ensure that they sign in upon arrival.
- Maintain a clean, organized, and welcoming front office environment.
- **Phone Management**:

- Answer incoming phone calls promptly and direct them to the appropriate personnel or department and keep record of it.
- Take messages when required and ensure timely delivery of messages.
- Respond to basic inquiries and provide information about the organization, services, and policies.

Pay: ₹15,000.00 - ₹17,000.00 per month

Schedule:

- Day shift

Work Location: In person

Expected Start Date: 31/01/2025