Front Desk Coordinator

Shyam Sunder Mangla & Co. Llp; Faridabad District; On-site; INR 300,000 - 450,000; Full time

Job summary

Shyam Sunder Mangla & Co. Llp is seeking an orderly Office Administrator to manage front desk duties, welcome clients, coordinate meetings and maintain a presentable reception area.

You will handle calls, messages, office purchases, courier management, and assist IT liaison, billing, and confidentiality of sensitive documents in a busy professional environment in Haryana Faridabad.

Qualifications

• Experience in office administration and front desk operations.
• Ability to manage visitors, calls, messages and meeting-room bookings.
• Organised handling of office supplies, payments, couriers and vendor coordination.

Responsibilities

• Front desk and visitor management
• Welcome clients, visitors and vendors professionally and inform the concerned team member.
• Handle incoming calls, take messages and direct enquiries appropriately.
• Maintain visitor records and coordinate meeting-room bookings.
• Ensure the reception and meeting areas remain clean, organised and presentable.
• Coordinate routine office requirements to support smooth daily operations.
• Maintain records of office purchases, vendor details, service requests and expenses.
• Handle incoming and outgoing couriers, post and deliveries.
• Coordinate with housekeeping and other support staff.
• Arrange printing, scanning, photocopying, binding and dispatch of documents as requested.
• Monitor stocks of stationery, printer paper, cartridges and other office consumables.
• Obtain purchase approvals, place orders and maintain a stock register.
• Ensure confidential documents are collected promptly and handled securely.
• Coordinate with mechanics, equipment technicians and other service providers.
• Report maintenance issues, arrange service visits and track repairs until completion.
• Obtain quotations and management approval before authorising chargeable work.
• Maintain service records, warranties, annual maintenance contract details and renewal dates.
• Verify completion of work and route vendor bills for approval.
• Liaise with designated IT support personnel for issues involving computers, printers, internet connectivity, office phones and other equipment.
• Log complaints, schedule support visits and follow up on unresolved issues.
• Coordinate with affected staff and confirm that equipment is working after repairs.
• Obtain approval before allowing access to office systems or sharing equipment with outside technicians.
• Prepare and issue client invoices based on fee details and instructions approved by the concerned partner or accounts team.
• Verify client names, billing addresses, GST details, service descriptions and approved amounts before issuing invoices.
• Send invoices to the designated client contact and maintain invoice and dispatch records.
• Coordinate corrections, credit notes and billing queries with the accounts team.
• Maintain an updated client outstanding-payment tracker, coordinated with the accounts team.
• Send polite reminders and follow up through approved email, telephone or messaging channels.
• Record client responses, expected payment dates and reasons for delays.
• Share payment confirmations with the accounts team for verification and reconciliation.
• Escalate overdue amounts, disputed invoices and unfulfilled payment commitments to the concerned partner.
• Provide periodic updates on outstanding payments, pending repairs, stock requirements and unresolved administrative matters.
• Maintain organised physical and electronic records.
• Keep client information, billing details and internal office matters confidential.

Skills

Front desk management

Visitor handling

Vendor coordination

Billing & invoicing

IT support liaison

Confidential document handling

Courier & post management

Job description

Role & responsibilities

• Front desk and visitor management
• Welcome clients, visitors and vendors professionally and inform the concerned team member.
• Handle incoming calls, take messages and direct enquiries appropriately.
• Maintain visitor records and coordinate meeting-room bookings.
• Ensure the reception and meeting areas remain clean, organised and presentable.

Office administration

• Coordinate routine office requirements to support smooth daily operations.
• Maintain records of office purchases, vendor details, service requests and expenses.
• Handle incoming and outgoing couriers, post and deliveries.
• Coordinate with housekeeping and other support staff.

Printing, stationery and office supplies

• Arrange printing, scanning, photocopying, binding and dispatch of documents as requested.
• Monitor stocks of stationery, printer paper, cartridges and other office consumables.
• Obtain purchase approvals, place orders and maintain a stock register.
• Ensure confidential documents are collected promptly and handled securely.

Repairs, maintenance and vendor coordination

• Coordinate with mechanics, equipment technicians and other service providers.
• Report maintenance issues, arrange service visits and track repairs until completion.
• Obtain quotations and management approval before authorising chargeable work.
• Maintain service records, warranties, annual maintenance contract details and renewal dates.
• Verify completion of work and route vendor bills for approval.

IT support coordination

• Liaise with designated IT support personnel for issues involving computers, printers, internet connectivity, office phones and other equipment.
• Log complaints, schedule support visits and follow up on unresolved issues.
• Coordinate with affected staff and confirm that equipment is working after repairs.
• Obtain approval before allowing access to office systems or sharing equipment with outside technicians.

Client billing

• Prepare and issue client invoices based on fee details and instructions approved by the concerned partner or accounts team.
• Verify client names, billing addresses, GST details, service descriptions and approved amounts before issuing invoices.
• Send invoices to the designated client contact and maintain invoice and dispatch records.
• Coordinate corrections, credit notes and billing queries with the accounts team.

Payment follow-ups

• Maintain an updated client outstanding-payment tracker, coordinated with the accounts team.
• Send polite reminders and follow up through approved email, telephone or messaging channels.
• Record client responses, expected payment dates and reasons for delays.
• Share payment confirmations with the accounts team for verification and reconciliation.
• Escalate overdue amounts, disputed invoices and unfulfilled payment commitments to the concerned partner.

Reporting and confidentiality

• Provide periodic updates on outstanding payments, pending repairs, stock requirements and unresolved administrative matters.
• Maintain organised physical and electronic records.
• Keep client information, billing details and internal office matters confidential.