Secretary/receptionist

**Position Title**: Secretary / Receptionist
**Department**: Administration
**L**ocation: South mumbai

**Job Overview**:
The Secretary/Receptionist is the first point of contact for visitors and callers and plays a key role in ensuring smooth and efficient office operations. This role combines administrative support and front-office duties, including answering calls, greeting visitors, managing appointments, scheduling meetings, and maintaining office supplies. The Secretary/Receptionist will provide essential support to the executive team, department heads, and other staff members, ensuring that office operations run smoothly and efficiently.

**Key Responsibilities**:

- **Front Desk Management**:

- Greet visitors and direct them to the appropriate person or department.
- Answer and route incoming phone calls, take messages, and handle general inquiries.
- Maintain a clean and welcoming front desk area and ensure the reception is well-stocked with office supplies, brochures, and company information.
- Ensure security protocols are followed for visitor sign-ins and badges.
- **Appointment Scheduling**:

- Manage executives' and staff calendars by scheduling appointments, meetings, and conference calls.
- Coordinate and confirm appointments, meetings, and conference room bookings.
- Organize meeting logistics, including preparing agendas, booking meeting rooms, and ensuring necessary equipment is available.
- **Administrative Support**:

- Provide general administrative support to the office, including filing, data entry, photocopying, scanning, and mail distribution.
- Assist with preparing and editing documents, presentations, and correspondence for meetings or projects.
- Maintain and update office files, both digital and physical, and ensure that documents are organized for easy access.
- Assist with travel arrangements for staff members, including booking flights, accommodations, and transportation.
- **Office Coordination**:

- Manage office supplies and inventory, placing orders for new supplies when necessary and tracking stock levels.
- Assist in maintaining the office environment, including ensuring cleanliness, functionality of office equipment, and overall office organization.
- Support the coordination of office events, staff activities, or team meetings as needed.
- **Mail and Courier Management**:

- Receive, sort, and distribute incoming mail and packages to appropriate staff.
- Prepare outgoing mail and ensure timely delivery via courier or postal services.
- Manage any company deliveries, including arranging for couriers and maintaining records of deliveries.
- **Customer Service & Client Relations**:

- Provide excellent customer service to clients, visitors, and employees by maintaining a positive and professional attitude.
- Handle inquiries from clients, customers, or visitors and direct them to appropriate departments or individuals.
- Assist with handling client appointments or scheduling with appropriate teams.
- **Confidentiality & Professionalism**:

- Handle sensitive information with discretion and confidentiality, ensuring that office operations maintain the highest levels of professionalism.
- Act as a liaison between management, employees, and external stakeholders while maintaining a professional image of the company.
- **Technology & Office Equipment**:

- Operate office equipment such as printers, photocopiers, fax machines, and telephones.
- Assist in troubleshooting basic office equipment issues and coordinate with IT for more complex problems.

**Qualifications**:

- **Education**:

- High school diploma or equivalent required; additional certification or coursework in office administration or business is a plus.
- **Experience**:

- 1-2 years of experience in a front-office or administrative role (receptionist, secretary, administrative assistant) is preferred.
- Experience with office management software, phone systems, and office equipment.
- **Skills**:

- Strong organizational and multitasking abilities.
- Excellent verbal and written communication skills.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
- Basic understanding of office management and procedures.
- Good time management skills, with the ability to prioritize tasks effectively.
- Professional demeanor with a customer-oriented attitude.

Pay: ₹15,000.00 - ₹30,000.00 per month

Schedule:

- Day shift

**Experience**:

- Secretarial work: 1 year (preferred)

Work Location: In person