Front Office

**About Us**

“Magna Infotech, now Quess IT Staffing, is India’s largest IT staffing company with over 20 years of experience in staffing IT professionals in 300+ companies across levels and skillsets. Our 10,000+ associates deployed in 80+ cities and towns are proficient in over 500 technological skills. Our associates help enable cutting edge solutions some of the biggest names across industried. Quess IT Staffing is a division of Quess Corp Limited, India’s leading business services provider and largest domestic private sector employer. Quess Corp Limited is - ‘A Great Place to Work’ certified - a testament to our excellent culture, people, and processes.”

**About Company**

**Roles and Responsibility
Job Description : Front Office

Job Grade: 5.2

Joining: Immediate
- 15 days

 Connecting Internal and External Bridge calls

 Welcoming visitors at front office 

Flowers Request 

Traditional Welcome for Senior Expats 

Billing for Flowers 

Billing for Newspaper 

Management of reception area and Maintain the cleanness of front office

 Send out Birthday Wishes to IBS Team members and respective other Teams

 Cab booking for International Travellers (Expats )
- Connecting Internal and External calls
- Employee who wants to get connected to a STD/ISD number
- Other general queries from employees
- Queries on Interview (Openings)
- Visitors Management- Inform the recruitment team/concerned manager.
- New Joinees
- Front office to greet new joinees.
- Inform the recruitment team/concerned manager.
- Scheduled meeting with the Employees
- Greet the visitor
- Check for the purpose of visit and point of contact at Client location
- Check if the visitor has an appointment with the Employee.
- Inform the Employee and make sure they are requested to be seated till the employee arrives to the front office reception area.
- Walk - in Vendors for marketing purpose
- Greet the visitor
- Check the purpose of visit and contact at Client
- Check with the employee if they are willing to meet the vendor without the appointment. If yes, request the vendor to collect and be seated. If No, pass on the message politely to the vendor. If needed to visit to the floor, local Client contact need to raise visitor pass in the visitor portal. Visitor to complete the formality at the reception area and wait for Client contact to escort him to the floor.
- ExpatsGreet the visitor.
- Check for the point of contact in Client Bengaluru
- Inform the contact person/employee.
- Direct the expat to the security desk to collect the expat card.
- Request the expat to be seated and wait for local buddy to be escorted.
- Flower Requests

Types of flower request: Official and personal

Official- Front office team member goes through the request form raised in the share point portal to check if all required information ( BSB/CC, date and time of delivery etc)
- Vendor delivers the flower at the reception.
- Front office team member informs the employee/team to collect the flowers from the reception.
- The vendor submits the bill to Client and get it validated by FO staff before sending the original invoice to Iron Mountain(Scanning centre)
- Manager checks the bills online and authorises the payment to be processed to AP team

Other important information:

- The prices of the arrangements could range from INR 150- 1000.
- The Flower Request Form is raised in the share point portal
- Front office needs 1 working day to process any request. This should be communicated to the requestor very clearly.

Personal Flower requests:

- FO team raise flower requests to the vendor directly and inform personal requirement of the employee. FO staff collect the money directly from employee and handover to flower vendor or direct the vendor to collect the money from the employee.

Flowers for the Front office requirement
- Eucalyptus - The flowers in the vase are changed weekly once (Sunday night) and in the bowls twice week (Sunday and Wednesday evenings)
- RMZ Eco World - The Flowers in the vase are changed once a week (Sunday evenings and Thursday )
- Traditional Welcome

Traditional Welcome is a process of welcoming the high profile expats visitors which includes floral flower designs, Lamp Lighting & Bookey /Garlanding. The request comes from the Business unit managers/EAs working out of Bengaluru Office.The Employee sends in a mail to the Front Office generic mail ID requesting for a traditional welcome with the managers approval.
- Front Office checks if all the below details are being provided by the employee, and then sends a confirmation mail back to the Employee (Date and Time of requirement, Venue, number of people

Date
- Time
- Venue
- No of People
- BS/BCC of the team

Front office also gives a call to the employee to re confirm the details and understands the requirement exactly.
- Front Office to ensure that arrangements in place at least 1 day prior Eg. Getting the lamp polished, requesting facilities to p