Front Office & Administration Executive- Intl KPO - Gurgaon

Sand Martin Consultants; Gurugram District; On-site; INR 300,000 - 420,000; Full time

Job summary

Sand Martin Consultants is seeking a Front Office Executive & Administration Executive to manage front office operations, administration, facilities, and security. You will coordinate visitor management, access control, and vendor liaison to ensure a secure and well-maintained workplace.

Responsibilities include greeting visitors, handling calls and correspondence, managing attendance records, and supervising housekeeping and facility services to support business continuity.

Responsibilities

• Greet and welcome visitors professionally and act as the first point of contact.
• Manage reception area to keep it clean, organized, and presentable.
• Coordinate visitor registration, approvals, and badge issuance.
• Handle calls, emails, and correspondence; route to appropriate departments.
• Monitor attendance and shift movements; generate routine reports.
• Oversee security, access control, and incident reporting with management.

Skills

Front office management

Reception operations

Visitor management

Security awareness

Tools

VMS

Biometric system

Job description

Job Summary:- The Front Office Executive & Administration Executive is responsible for the efficient management of front office operations, administration, facilities, transportation, security, employee support services, visitor management, and office infrastructure. The role ensures a professional, secure, safe, and well-maintained workplace environment while supporting business continuity through effective coordination with employees, vendors, facility teams, and management.

Key Responsibilities

1. Front Office Management

a) Reception Operations

• Greet and welcome visitors, clients, candidates, vendors, and employees professionally.
• Act as the first point of contact for all visitors and callers.
• Maintain a positive image of the organization through professional conduct and communication.

b) Call & Correspondence Management

• Handle incoming and outgoing telephone calls.
• Screen and route calls to the appropriate departments.
• Record and communicate messages accurately.
• Manage official emails and correspondence related to administration.

c) Reception Area Management

• Ensure the reception area remains clean, organized, and presentable at all times.
• Monitor visitor seating arrangements and hospitality requirements.
• Coordinate refreshments for guests and management meetings when required.

2. Visitor Management & Access Control

a) Visitor Registration

• Register all visitors through the Visitor Management System (VMS).
• Verify visitor identity and obtain necessary approvals before entry.
• Issue visitor badges/passes and maintain visitor records.

b) Visitor Coordination

• Inform concerned employees regarding visitor arrivals.
• Guide visitors to designated meeting rooms or departments.
• Ensure visitors comply with company security policies.

c) Access Control

• Monitor access to restricted and sensitive areas.
• Ensure only authorized personnel are permitted entry.
• Maintain records of visitor entry and exit details.

3. Administration & Office Operations

a) Office Administration

• Manage day-to-day administrative activities.
• Maintain administrative records, files, and documents.
• Support management and departments in administrative requirements.

b) Stationery & Consumables Management

• Monitor inventory levels of stationery, pantry items, and office consumables.
• Raise purchase requisitions and coordinate procurement.
• Ensure uninterrupted availability of required office supplies.

c) Courier & Dispatch Management

• Coordinate inward and outward courier services.
• Maintain courier logs and delivery records.
• Ensure proper receipt and dispatch of company documents.

4. Attendance & Employee Movement Management

a) Attendance Monitoring

• Monitor employee attendance and working hours.
• Ensure attendance records are maintained accurately.
• Verify shift attendance and movement records.

b) Leave & Movement Tracking

• Maintain records of employee leaves, permissions, and outdoor duties.
• Coordinate attendance discrepancies with HR.
• Monitor employee punch-in and punch-out records.

c) Reporting

• Generate daily and monthly attendance reports.
• Share attendance deviations with HR and department heads.

5. Biometric & Access Card Management

a) Biometric System Administration

• Manage biometric attendance systems.
• Register new employees in attendance systems.
• Update employee records as required.

b) Troubleshooting

• Coordinate with vendors and IT teams for system maintenance.
• Report system failures and ensure timely resolution.

c) Employee Support

• Train employees on attendance and biometric processes.
• Resolve attendance-related queries.

6. Security Management

a) Security Compliance

• Ensure compliance with company security policies and procedures.
• Support implementation of security controls across office premises.

b) Security Monitoring

• Monitor employee and visitor movement.
• Maintain confidentiality and security of organizational assets and information.

c) Security Incident Management

• Report security breaches, suspicious activities, and incidents immediately.
• Maintain records of security violations and corrective actions.

7. Security Guard Supervision

a) Main Gate Security Control

• Coordinate and supervise security guards deployed at office premises.
• Ensure strict adherence to visitor management and access control protocols.

b) Daily Security Briefing

• Conduct regular discussions with security personnel regarding security updates and concerns.
• Ensure guards remain informed about visitor protocols and emergency procedures.

c) Performance Monitoring

• Monitor security personnel performance and discipline.
• Escalate non-compliance or security concerns to management.

8. Housekeeping & Workplace Maintenance

a) Housekeeping Coordination

• Coordinate with housekeeping vendors to maintain workplace cleanliness.
• Ensure regular cleaning of reception areas, meeting rooms, washrooms, cafeterias, and common areas.

b) Facility Inspection

• Conduct periodic workplace inspections.
• Identify and report maintenance requirements.

c) Service Quality Monitoring

• Monitor housekeeping service standards.
• Ensure hygiene and workplace upkeep are maintained.

9. Facility Management Coordination

a) Infrastructure Maintenance

• Coordinate maintenance of office infrastructure.
• Monitor repairs related to electrical, plumbing, carpentry, HVAC, and office equipment.

b) Vendor Coordination

• Liaise with facility management vendors and service providers.
• Track service requests until closure.

c) Asset Monitoring

• Monitor office furniture and common utility assets.
• Ensure timely replacement and maintenance.

10. Transportation Management

a) Employee Transportation Coordination

• Manage employee transportation services including cabs, buses, and shuttle services.
• Coordinate daily transportation requirements for employees.

b) Vendor Management

• Liaise with transportation vendors for route planning and vehicle deployment.
• Ensure vehicles operate as per agreed service levels.

c) Shift Transportation Planning

• Prepare shift-wise transportation schedules.
• Coordinate pickup and drop arrangements for employees.

d) Transportation Compliance

• Verify driver licenses, vehicle permits, insurance, fitness certificates, and statutory documents.
• Ensure compliance with transportation safety standards.

e) Transportation Reporting

• Maintain transport utilization reports.
• Monitor transportation costs and vendor performance.
• Verify and process transport vendor invoices.

f) Employee Support

• Address transportation-related complaints and escalations.
• Coordinate emergency transport requirements during operational exigencies.

11. Power Conservation & Utility Management

a) Energy Monitoring

• Ensure optimum utilization of electrical equipment.
• Promote energy-saving initiatives.

b) Utility Control

• Ensure lights, ACs, and electronic equipment are switched off when not in use.
• Monitor utility consumption and report abnormal usage.

c) Employee Awareness

• Create awareness regarding power conservation and sustainability initiatives.

12. Fire & Safety Management

a) Fire Safety Compliance

• Ensure fire safety equipment remains operational.
• Monitor validity and maintenance of fire extinguishers and emergency equipment.

b) Emergency Preparedness

• Conduct fire drills and evacuation exercises.
• Educate employees on emergency response procedures.

c) Safety Inspections

• Identify workplace safety hazards.
• Coordinate corrective actions with facility and safety teams.

13. CCTV & Security Systems Monitoring

a) CCTV Monitoring

• Ensure CCTV systems are operational.
• Coordinate maintenance and troubleshooting.

b) Surveillance Management

• Review CCTV records whenever required.
• Report findings related to security investigations.

c) System Maintenance

• Maintain records of CCTV uptime, breakdowns, and preventive maintenance activities.

14. Incident Management & Documentation

a) Incident Reporting

• Record and report security incidents, workplace accidents, safety concerns, and operational disruptions.

b) Investigation Support

• Assist in investigations related to security, facility, or employee incidents.

c) Documentation

• Maintain proper records and supporting evidence for all incidents.

15.Compliance & Audit Support

a) Policy Compliance

• Ensure compliance with company policies and administrative procedures.

b) Audit Support

• Support internal and external audits.
• Provide required records and documentation.

c) Regulatory Compliance

• Assist in maintaining statutory records related to administration, facilities, transportation, and security.