Front Desk Officer

Ascent Meditech; Mumbai; On-site; INR 279,000 - 446,000; Full time

Job summary

Ascent Meditech in Mumbai seeks a proactive Front Desk & Office Administrator to manage the reception, greet visitors, handle calls, and coordinate administrative support across departments. You will oversee visitor records, coordinate meetings and events, manage office supplies, and assist with vendor relations to ensure smooth daily operations.

The role requires 1–4 years of relevant experience, strong communication, and the ability to multitask in a fast-paced environment.

Qualifications

• 1-4 years of relevant experience in Front Desk Operations, Office Administration, or Administrative Support.
• Graduate in any discipline with good communication
• Excellent verbal and written communication skills and professional appearance.
• Telephone etiquette and the ability to coordinate with multiple stakeholders.
• Strong organizational skills and attention to detail.

Responsibilities

• Manage the reception area and ensure it is neat, organised, and presentable at all times.
• Receive, greet, and assist visitors, guests, candidates, vendors, customers, and other stakeholders courteously and professionally.
• Attend, screen, and route incoming calls to appropriate departments.
• Maintain visitor records and ensure compliance with visitor entry and security protocols.
• Coordinate visitor access, meeting room arrangements, and refreshments.
• Handle general inquiries and provide accurate information or direct individuals to contact points.
• Ensure reception desk is stocked with necessary office materials.

Skills

Front Desk Management

Office Administration

Vendor Management

Meeting & Event Coordination

Record Management

Inventory Management

Travel & Courier Coordination

MS Office Skills

Administrative Reporting

Education

Graduate in any discipline

Tools

MS Office

Job description

Key Responsibilities

1. Front Desk Management

• 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.

4. Vendor Coordination

• 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.

Competencies Required

Functional Competencies

• Front Desk and Reception Management.
• Office Administration and Coordination.
• Vendor Management.
• 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.

Behavioural Competencies

• Excellent verbal and written communication skills.
• Professional appearance and telephone etiquette.
• Customer service orientation.
• 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.