Front Office Assistant Executive

1 day ago

Panchkula, Haryana, India Venus Remedies (VRL) Full time ₹ 6,00,000 - ₹ 8,00,000 per year

Position Summary

The Front Office Assistant Executive is the first point of contact for all visitors, clients, and calls, serving as the professional face and voice of the organization. This role requires exceptional interpersonal skills to create a positive first impression and meticulous organizational skills to ensure the smooth, efficient operation of the executive reception area and administrative functions.

Key Responsibilities

  1. Front Office Management & Client Experience

  2. First Impression: Warmly greet and welcome all visitors, clients, and guests, directing them appropriately while maintaining strict sign-in/sign-out procedures and confidentiality.

  3. Communication Hub: Professionally manage the multi-line phone system, directing calls, taking accurate messages, and handling general inquiries with confidence.
  4. Presentation: Ensure the reception area, meeting rooms, and executive spaces are consistently clean, organized, and professionally presentable.

  5. Vendor & Courier Liaison: Manage incoming and outgoing mail, packages, and couriers, maintaining logs and coordinating efficient deliveries.

  6. Administrative & Operational Support

  7. Scheduling: Manage meeting room bookings and coordinate complex scheduling for internal teams, ensuring no conflicts occur.

  8. Document Control: Assist with filing, data entry, photocopying, scanning, and maintaining electronic and hard-copy administrative records.
  9. Stock Management: Monitor and manage inventory of office supplies, stationery, and kitchen items, placing timely orders to prevent shortages.

  10. Travel Coordination: Assist executives and staff with minor travel arrangements, including local taxi bookings, and coordinating airport transfers when required.

  11. Technology & Security Oversight

  12. Access Control: Manage access cards and visitor passes, ensuring strict adherence to building security protocols.

  13. Basic IT Troubleshooting: Provide basic support for office equipment, including ensuring printers, copiers, and video conferencing equipment are operational before meetings.
  14. Communication Tools: Utilize internal software (CRM, ERP, or internal communication platforms) for data entry, status updates, and logging visitor information.

Required Skills & Experience

  • 01 years of experience in a Front Office, Receptionist, or Executive Assistant role.
  • Exceptional Interpersonal Skills: A friendly, positive, and polished demeanor with a strong focus on professional customer service.
  • Strong Verbal Communication: Clear, articulate telephone and in-person communication skills.
  • Organizational Acumen: Excellent organizational and time management skills with the ability to handle multiple tasks simultaneously.
  • Technical Proficiency: Proficient in Microsoft Office Suite (Word, Excel, Outlook) and comfortable utilizing office technology and basic troubleshooting.

Key Attributes

  • Reliable: Strong sense of responsibility and punctuality.
  • Proactive: Ability to anticipate needs (e.g., preparing a room before a meeting is requested).
  • Discreet: Proven ability to handle sensitive information with confidentiality.

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