Front Desk Executive

Ascent Meditech Ltd.; Goregaon; On-site; INR 240,000 - 420,000; Full time

Job summary

Ascent Meditech Ltd. is seeking a dynamic Front Desk and Administration professional to manage the reception, greet visitors, and coordinate day-to-day office operations in our Goregaon, Mumbai location.

You will handle calls, maintain records, organize meetings, coordinate with vendors, and support various departments with administrative tasks. The ideal candidate has 1–4 years of experience and strong communication and organizational skills.

Qualifications

• Graduate in any discipline.
• 1–4 years of front desk/office admin experience.
• Excellent communication and customer service orientation.

Responsibilities

• Manage reception area and greet visitors.
• Attend, screen, and route incoming calls with proper etiquette.
• Maintain visitor records and security protocols.
• Coordinate meeting room bookings and arrange refreshments.
• Coordinate courier services, mail, and dispatch activities.
• Support office administration and vendor coordination.
• Maintain office supplies and inventory.
• Assist in organizing events and employee engagement activities.
• Ensure confidentiality and professional conduct.

Skills

Communication skills

Interpersonal skills

Time management

Attention to detail

Multitasking

Problem-solving

Education

Graduate in any discipline

Tools

MS Word

MS Excel

Outlook

Job description

Manage the reception area and ensure it is neat, organised, and presentable at all times, creating a professional and welcoming environment for employees and visitors.

Receive, greet, and assist visitors, guests, candidates, vendors, customers, and other stakeholders courteously and professionally.

Attend, screen, and route incoming telephone calls to the appropriate departments or personnel while maintaining proper telephone etiquette.

Maintain visitor records and ensure compliance with visitor entry and security protocols.

Coordinate visitor access, meeting room arrangements, and refreshments whenever required.

Handle general inquiries and provide accurate information or direct individuals to the appropriate point of contact.

Ensure the reception desk is adequately stocked with necessary office materials and information.

2. Administrative Support

Provide day-to-day administrative support to various departments as and when required.

Maintain records and documentation related to office administration in an accurate and organised manner.

Coordinate courier services, incoming and outgoing mail, and dispatch activities, ensuring timely delivery and proper documentation.

Manage office stationery, pantry supplies, and other consumables by monitoring stock levels and initiating timely replenishment.

Maintain records of office assets, including allocation and movement, as required.

Assist in preparing and maintaining administrative reports, trackers, and other documentation related to office administration activities.

Support departmental requirements for printing, scanning, filing, and document management whenever necessary.

3. Meeting and Event Coordination

Coordinate meeting room bookings and ensure meeting rooms are properly arranged and equipped before scheduled meetings.

Arrange refreshments and other logistical requirements for internal and external meetings as required.

Assist in organising internal meetings, training programs, employee engagement initiatives, and company events.

Coordinate administrative arrangements for guest visits, management meetings, and special occasions.

Support the planning and execution of company-wide events and celebrations held at the office.

Coordinate with office administration vendors, including housekeeping agencies, courier service providers, travel agencies, facility management vendors, and maintenance service providers.

Follow up with vendors to ensure timely delivery of services and resolution of issues.

Maintain vendor contact details and relevant service records.

Coordinate periodic maintenance activities with vendors to ensure uninterrupted office operations.

Escalate unresolved issues to the reporting manager whenever necessary.

5. Office Administration Support

Ensure the smooth day-to-day functioning of the office premises.

Coordinate with housekeeping and facility management teams to maintain office cleanliness, hygiene, and upkeep.

Monitor office infrastructure and report maintenance requirements related to electrical, plumbing, furniture, air conditioning, or other facilities.

Ensure common office areas are maintained cleanly and professionally.

Assist in implementing office administration processes and best practices to enhance operational efficiency.

Support employees with administrative requirements and coordinate with relevant stakeholders for timely resolution.

6. Compliance and Reporting

Maintain accurate administrative records, reports, and trackers as required by the organisation.

Ensure adherence to company policies, office protocols, and administrative procedures.

Maintain confidentiality of administrative and organisational information.

Prepare periodic administrative reports and provide updates to the reporting manager whenever required.

Perform any other responsibilities assigned by the reporting manager from time to time.

7. Employee Engagement Activities

Coordinate employee birthday celebrations, including decorations, cake arrangements, and other related activities.

Assist in organising employee engagement initiatives, festive celebrations, and cultural events.

Ensure timely planning and smooth execution of employee-related celebrations and activities.

8. AMC (Annual Maintenance Contract) Management

Maintain and update the Annual Maintenance Contract (AMC) calendar for all office equipment and facilities.

Track AMC renewal dates and coordinate with vendors for timely service and contract renewals.

Maintain records of AMC agreements, service schedules, and vendor details.

Follow up on preventive maintenance activities to ensure proper functioning of office equipment and infrastructure.

Escalate any delays or service-related issues to the reporting manager.

Front Desk and Reception Management.

Office Administration and Coordination.

Meeting and Event Coordination.

Record Management and Documentation.

Inventory Management (Stationery and Pantry Supplies).

Travel and Courier Coordination.

Basic MS Office Skills (Word, Excel, Outlook and PowerPoint).

Administrative Reporting and Documentation.

Excellent verbal and written communication skills.

Professional appearance and telephone etiquette.

Strong interpersonal and relationship management skills.

High level of integrity and confidentiality.

Good organisational and time management skills.

Attention to detail and accuracy.

Ability to multitask and prioritise work effectively.

Problem-solving and coordination skills.

Proactive and positive attitude towards work.

Ability to work collaboratively with cross-functional teams.

Flexibility and willingness to take ownership of administrative responsibilities.

Key Attributes

Pleasant and professional personality.

Presentable and well-groomed appearance.

Strong sense of ownership and accountability.

Ability to remain calm and courteous while handling multiple stakeholders.

Service-oriented mindset with a focus on delivering a seamless employee and visitor experience.

Educational Qualification

Graduate in any discipline from a recognised university.

Experience Required

1 to 4 years of relevant experience in Front Desk Operations, Office Administration, or Administrative Support.

Experience in handling visitors, office administration activities, and vendor coordination will be preferred.