Front Office Administrative

S-VYASA Deemed-to-be University Thiruvananthapuram; Thiruvananthapuram; On-site; INR 300,000 - 420,000; Full time

Job summary

S-VYASA Deemed-to-be University Thiruvananthapuram is seeking a Front Office Administrator to support students, staff, and visitors. You will manage reception duties, answer calls, route inquiries, and maintain records with accuracy and discretion.

Responsibilities include scheduling, facility coordination, data entry, and basic procurement. The role requires a Bachelor’s degree and 1–3+ years in front office or secretarial work, with strong English and Malayalam communication.

Qualifications

• Bachelor’s Degree in any discipline (Business Administration, Office Management, or Humanities preferred).
• 1 to 3+ years of experience in front office administration, reception, or a corporate/academic secretarial role.

Responsibilities

• Serve as the first point of contact for students, staff, parents, vendors, and campus visitors.
• Answer, screen, and route incoming multi-line phone calls and manage general department email inboxes.
• Enforce campus/office security protocols, maintain visitor logs, and issue visitor passes.
• Provide front-line information regarding academic programs, campus services, office hours, and general administrative inquiries.
• Assist students with collecting forms, submitting applications, or directing them to specific departments (e.g., finance, examination branch, student welfare).
• Draft, proofread, and format correspondence, memos, and circulars.
• Maintain both digital and physical filing systems for student records, department files, and correspondence.
• Process incoming and outgoing postal mail, couriers, and internal document deliveries.
• Manage department calendars, coordinate meetings, and book seminar rooms, auditoriums, or lecture halls for faculty and staff events.
• Coordinate with housekeeping and maintenance teams to keep the reception and meeting areas presentable.
• Help set up audio-visual or video conferencing equipment for meetings.
• Monitor, track, and reorder office supplies, stationery, and department equipment.
• Handle small petty cash or expense vouchers for daily office needs.
• Update university databases, student information systems, or Excel trackers.
• Assist administrative leads in compiling data for academic audits, accreditation reports, or department reviews.

Skills

Communication

Multitasking

Time management

Discretion

Languages: English/Malayalam

Education

Bachelor’s Degree in any discipline

Tools

MS Office

CRM software

Printers & scanners

Intercoms

Job description

Key Responsibilities

1. Reception & Public Relations

• Serve as the first point of contact for students, staff, parents, vendors, and campus visitors.
• Answer, screen, and route incoming multi-line phone calls and manage general department email inboxes.
• Enforce campus/office security protocols, maintain visitor logs, and issue visitor passes.

2. Student & Academic Support

• Provide front-line information regarding academic programs, campus services, office hours, and general administrative inquiries.
• Assist students with collecting forms, submitting applications, or directing them to specific departments (e.g., finance, examination branch, student welfare).

3. Clerical & Administrative Duties

• Draft, proofread, and format correspondence, memos, and circulars.
• Maintain both digital and physical filing systems for student records, department files, and correspondence.
• Process incoming and outgoing postal mail, couriers, and internal document deliveries.

4. Scheduling & Facility Coordination

• Manage department calendars, coordinate meetings, and book seminar rooms, auditoriums, or lecture halls for faculty and staff events.
• Coordinate with housekeeping and maintenance teams to keep the reception and meeting areas presentable.
• Help set up audio-visual or video conferencing equipment for meetings.

5. Inventory & Procurement

• Monitor, track, and reorder office supplies, stationery, and department equipment.
• Handle small petty cash or expense vouchers for daily office needs.

6. Data Entry & Reporting

• Update university databases, student information systems, or Excel trackers.
• Assist administrative leads in compiling data for academic audits, accreditation reports, or department reviews.

Required Qualifications & Skills

• Education: A Bachelor’s Degree in any discipline (Business Administration, Office Management, or Humanities preferred).
• Experience: 1 to 3+ years of experience in front office administration, reception, or a corporate/academic secretarial role.

• Technical Skills:
• Proficiency in the Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Familiarity with university management or CRM software is a plus.
• Experience operating office hardware (printers, scanners, intercoms).
• Soft Skills:
• Exceptional verbal and written communication skills (fluency in local and official languages like English and Malayalam)
• High level of patience, professionalism, and discretion with confidential student/faculty records.
• Strong multitasking, time-management, and problem-solving abilities