Admin & Front Office Executive

ALS; Bengaluru; On-site; INR 300,000 - 500,000; Full time

Job summary

ALS Bangalore seeks a Front Office Executive & Travel Desk Coordinator to manage front desk operations, visitor handling, travel bookings, and broad office administration. The role supports finance, training, and compliance activities to ensure smooth day-to-day functioning.

The ideal candidate will have a graduate degree, be proficient in MS Office, and possess supervisory experience. This position requires coordinating with multiple teams to uphold hygiene standards and policy adherence.

Qualifications

• Graduate preferred.
• Advanced Microsoft Office skills.
• Supervisory skills.

Responsibilities

• Manage front desk operations and visitor coordination.
• Coordinate travel arrangements and maintain travel records.
• Oversee office administration, facilities upkeep, and safety compliance.
• Support finance, training, and HR-related admin activities.
• Prepare meeting rooms and coordinate catering and audits.
• Ensure confidentiality and accuracy of administrative data.

Skills

Advanced Microsoft Office

Supervisory skills

Education

Graduate

Job description

At ALS, we encourage you to dream big.

When you join us, you'll be part of a global team harnessing the power of scientific testing and data-driven insights to build a healthier future.

Qualification

• Preferably Qualification with Graduate.
• Advanced Microsoft Office skills.

Supervisory skills.

Experience

• Minimum 2+ years of operational Admin experience, preferably within a multi-site, diverse workforce

Key Responsibilities

The Front Office Executive & Travel Desk Coordinator is responsible for managing front desk operations, travel arrangements, office administration, facilities upkeep, visitor coordination, and supporting finance, training, and compliance-related administrative activities. The role ensures smooth day-to-day office functioning, a professional visitor experience, and adherence to company policies and hygiene standards.

Front Office & Visitor Management

• Act as the first point of contact by attending to all incoming calls, enquiries, and walk-in visitors in a courteous and professional manner.
• Route customer service, sales, and internal calls to the appropriate stakeholders.
• Manage visitor registration and escort visitors to the appropriate departments or meeting areas.
• Coordinate hospitality arrangements for visitors, clients, guests, and auditors.
• Organise and maintain meeting rooms, ensuring readiness for meetings and audits.
• Support audit preparedness by coordinating lab coats, lunch arrangements, and visitor safety briefings as per communication received.

Travel Desk & Coordination

• Manage end-to-end travel arrangements including flight, train, bus, hotel, and cab bookings in line with the approved travel policy.
• Maintain accurate travel booking records and track travel expenses.
• Coordinate travel requirements for employees, guests, auditors, and visitors as applicable.
• Serve as the single point of contact for all travel desk operations.

Office Administration & Facilities Management

• Manage stationery, housekeeping, and pantry supplies including stock monitoring, issuance, and timely requisition.
• Coordinate canteen operations, issue food coupons to employees and visitors, and maintain consumption records.
• Ensure cleanliness, hygiene, and upkeep of company premises in coordination with the housekeeping team.
• Ensure all housekeeping and hygiene checklists are updated and maintained online.
• Monitor office infrastructure, utilities, and common areas to ensure optimal working conditions.

Health, Safety & Compliance

• Track and maintain records of employee medical check-ups.
• Ensure first-aid boxes are regularly checked, replenished, and compliant with safety norms.
• Coordinate health, hygiene, and safety awareness for contract workers, vendors, and visitors as required.

Finance & Vendor Coordination

• Verify HR, admin, and facility-related invoices including travel, co-working space, canteen, labour contracts, HRMS, and other services.
• Ensure timely submission of verified invoices to the Accounts team for processing.
• Maintain records of employees working from co-working spaces for billing and compliance purposes.

Training & Attendance Support

• Maintain training attendance records and related documentation.
• Provide administrative support for training programs as required.

General Administrative Support

• Support HR and Admin teams in day-to-day operational activities.
• Maintain accurate records, trackers, and documentation related to front office, travel, facilities, and administration.

Ensure confidentiality, accuracy, and timely updates of all administrative data

Quality Responsibilities:

• Have a working knowledge and understanding of the ALS Quality Management System.

Administration Level status for ALS Bangalore Site.

Health Safety and Environmental (HSE) Responsibilities:

• To be familiar with safety requirements as set out in the Safety Manual.
• To have a knowledge of Company Safety Policy.
• To notify and / or rectify any unsafe practice acknowledged by any ALS staff member.
• Strong coordination and communication skills
• Additionally, have the knowledge about preparing the Various audit requirement / Compliance requirement. Also, with good rapport / good Liaoning skills.
• Understanding basic business principles.
• Good Decision making and problem-solving skills.

Working at ALS

The ALS team is a diverse and dedicated community united by our passion to make a difference in the world.

Our values are important to us, and shape how we work, how we treat each other and how we recognise excellence.

At ALS, you'll be supported to develop new skills and reach your full potential. We invest in our people with programs and opportunities that help you build a diverse career with us.

We want everyone to have a safe, flexible and rewarding career that makes a positive impact on our people, the planet and our communities.

Everyone Matters

ALS is proud to be an equal opportunity employer and is committed to fostering an inclusive work environment where the strengths and perspectives of each employee are both recognised and valued.

ALS also welcomes applications from people with all levels of ability. Reasonable adjustments to support candidates throughout the recruitment process are available upon request.

Eligibility

To be eligible to work at ALS you must be a Citizen or Permanent Resident of the country you are applying for, or either hold or be able to obtain, a valid working visa.