FRONT Office & ADMIN Services Executive

Executive Search; Mumbai; On-site; INR 300,000 - 420,000; Full time

Job summary

Executive Search is seeking a dedicated Office Services professional in Mumbai to manage the front desk and visitor experience. This role will ensure a warm, professional reception for employees, clients, candidates and visitors, while handling visitor registration, access control, attendance tracking and mail/courier management.

You will coordinate meeting room setup, office supplies, and collaborate with HR, IT, vendors, and security to uphold service standards and safety protocols.

Qualifications

• Experience in front office or admin roles.

Responsibilities

• Manage the reception area and ensure a warm and professional experience for employees, clients, candidates and visitors.
• Handle visitor registration, office access, attendance tracking, notifications and visitor records.
• Answer incoming calls, messages, mail, couriers and packages and direct them appropriately.
• Serve as the first point of contact for day-to-day office queries and support new joiners and visiting clients.
• Coordinate meeting requirements including stationery, refreshments and other hosting needs.
• Work with housekeeping, pantry, security and building management to maintain office service standards.
• Monitor office supplies and coordinate replenishment as required.
• Identify and resolve day-to-day issues impacting the employee or visitor experience.
• Support the Office Services team with day-to-day administration, trackers, records and office-related coordination.

Job description

Role & responsibilities :

Front Office & Visitor Experience

• Manage the reception area and ensure a warm and professional experience for employees, clients, candidates and visitors
• Manage visitor registration, office access, attendance tracking, manage notifications and visitor records
• Handle incoming calls, messages, mail, couriers and packages and ensure they are directed appropriately
• Serve as the first point of contact for day-to-day office queries and support new joiners and visiting clients

Meeting Rooms & Office Services

• Ensure meeting rooms, reception and common areas are clean, well maintained and ready for use
• Coordinate meeting requirements including stationery, refreshments and other hosting needs
• Work closely with housekeeping, pantry, security and building management to maintain office service standards
• Monitor office supplies and consumables and coordinate replenishment as required
• Proactively identify and resolve day-to-day issues impacting the employee or visitor experience

Admin Support

• Support the Office Services team with day-to-day administration, trackers, records and office-related coordination
• Coordinate with HR, IT, vendors and other teams on office requirements and employee updates
• Support office events, employee engagement activities, internal meetings and other office initiatives
• Follow office security, safety and access protocols and support fire drills and emergency procedures
• Escalate facility, security or service-related issues to the relevant teams and follow through to closure