Receptionist Cum Admin

Job Description
Receptionist Cum Admin About Artha Energy Resources Artha Energy Resources is a developer and owner of Solar Energy Projects, providing IPP, EPC, and O&M solutions to C&I customers across 19 states in India. Role Overview The Receptionist & Office Administrator will be responsible for managing the front desk and ensuring a professional experience for visitors, while supporting smooth and efficient day-to-day office operations. The role will involve office administration, vendor coordination, hospitality, discipline management, pantry and support staff supervision, IT asset coordination, and selected HR support activities. Reports To: Managing Partner

Location:
Office No. 5, 1st Floor, Surya Mahal Building, B Bharucha Road, Kala Ghoda, Fort, Mumbai, Maharashtra – 400013 Success Definition The office operates smoothly with professional front-desk management, strong discipline, efficient vendor coordination, effective support services, and a professional workplace environment.

Key Responsibilities
Key Deliverables
• Front Desk & Reception Management
• Greet and assist all visitors professionally.
• Ensure guest waiting time is maintained below 5 minutes.
• Maintain accurate visitor records.
• Handle incoming calls and route them appropriately.
• Ensure the reception area remains clean, organized, and presentable.
• Office Administration
• Maintain office supplies, stationery, and inventory.
• Coordinate housekeeping, maintenance, and general office services.
• Maintain courier records and logs.
• Monitor office infrastructure and ensure timely resolution of issues.
• Ensure essential office services remain functional with minimum disruption.
• Vendor Management
• Source and evaluate vendors, obtaining a minimum of 3 quotations wherever applicable.
• Maintain an updated vendor database.
• Negotiate pricing and service terms.
• Coordinate AMC and other service vendors.
• Monitor vendor performance and service quality.
• Invoice & Billing Coordination
• Collect and verify vendor invoices.
• Maintain proper invoice and supporting documentation.
• Coordinate with Accounts for timely payment processing.
• Track invoice status and payment due dates.
• Office Discipline & Decorum
• Support punctuality and workplace discipline.
• Monitor compliance with the company's dress code and office guidelines.
• Maintain professional workplace standards and office decorum.
• Escalate recurring discipline-related concerns to the reporting manager.
• Guest Experience & Hospitality
• Prepare meeting rooms before scheduled meetings.
• Ensure meeting rooms are clean, organized, and fully equipped.
• Provide professional hospitality to guests and visitors.
• Arrange refreshments as required.
• HR Support Activities
• Coordinate onboarding and induction programs for new joiners in coordination with the HR team.
• Support employee engagement activities and initiatives in coordination with HR Operations.
• Assist HR Operations with employee communication, coordination, documentation, and other administrative activities as required.
• Coordinate with relevant departments to ensure a smooth joining experience for new employees.
• Perform any other HR-related tasks assigned by the HR Operations team.
• IT Asset Management & Coordination
• Maintain accurate inventory of mobiles, laptops, and IT accessories.
• Track asset issuance, returns, and handovers during onboarding and offboarding.
• Coordinate with IT vendors for repairs, replacements, and troubleshooting with help of IT Manager.
• Maintain proper documentation and records of all IT assets.
• Ensure timely recovery and handover of IT assets during employee separation.
• Pantry & Office Support Team Management
• Manage pantry operations, including stock, quality, hygiene, and availability.
• Supervise office boys and allocate daily tasks.
• Ensure timely meeting refreshments and daily office service readiness.
• Monitor discipline, attendance, and performance standards of support staff.
• Ensure support staff maintain professional conduct and service standards.
• Professional guest experience
• Fully functional office with zero downtime
• Disciplined office environment
• Accurate IT asset tracking
• Efficient vendor and pantry management KPIs
• Guest waiting time
• Admin uptime
• Invoice turnaround time
• Vendor efficiency
• Cleanliness and discipline feedback
• Asset tracking accuracy Skills & Competencies
• Communication skills
• Negotiation ability
• Basic accounting knowledge
• Multitasking ability
• Professional etiquette Behavioural Expectations
• Presentable and professional
• Proactive and accountable
• Detail-oriented

Skills:
communication,professional etiquette,hr support,front office,office administration,vendor management,pantry management,invoice billing & coordination,it asset management,visitor management,receptionist,courier management