Front Office Administrator

MANTENA INFRASOL; Bengaluru; On-site; INR 300,000 - 420,000; Full time

Job summary

MANTENA INFRASOL in Bengaluru requires a proactive Front Desk & Administration professional to manage reception, travel, and facilities coordination. You will handle guest interactions, maintain visitor logs, and assist with onboarding, records, and events.

The role involves coordinating vendors, travel bookings, and procurement while ensuring compliance with health, safety, and security protocols. Strong communication and organizational skills are essential for success in a fast-paced office.

Qualifications

• Must have strong verbal and written communication in business English.
• Ability to manage multiple admin tasks with a proactive approach.
• Experience coordinating travel, vendors, and facility services is preferred.

Responsibilities

• Handle front desk duties including phones, mail, meetings, and guest greeting.
• Coordinate facilities maintenance, vendor liaising, and office supplies.
• Assist onboarding/offboarding logistics, asset tracking, and admin MIS.
• Arrange domestic/international travel for employees and site visits.
• Maintain records, procurement processes, and organize internal events.

Skills

Front desk ops

MS Office

Communication

Organization

Vendor coordination

Travel booking

Confidentiality

Ticketing systems

Education

Bachelor's degree or equivalent

Tools

MS Office

Travel portals

Ticketing systems

Job description

Role & responsibilities

Front Desk & Reception

• Front desk duties including but not limited to: answering phones, sorting incoming mail, preparing outgoing mail, receiving deliveries, scheduling meetings and preparing meeting rooms, and greeting guests
• Maintain visitor log and issue visitor passes as per company security protocol
• Ensure the reception area is presentable and well-maintained at all times

Facilities Management

• Coordinate with vendors for housekeeping, pantry supplies, stationery, and office equipment maintenance
• Raise and follow up on maintenance tickets for AC, electrical, plumbing, and other office infrastructure issues
• Monitor and maintain inventory of office supplies, pantry items, and consumables; place replenishment orders as needed
• Liaise with building management/landlord for facility-related matters, access cards, and parking allocations
• Ensure adherence to health, safety, and fire compliance norms within office premises
• Coordinate seating arrangements, workstation setups, and office space planning

Administration Management

• Support onboarding/offboarding logistics workstation setup, ID cards, access provisioning, and asset allocation for new joiners
• Maintain records of office assets, AMC contracts, and vendor agreements
• Assist in organizing internal events, team offsites, and celebrations (including theme weeks/festivals)
• Support procurement processes obtaining quotations, raising purchase requests, and tracking approvals
• Maintain and update admin-related MIS/trackers (courier logs, vendor payments, attendance of support staff, etc.)

Travel Desk

• Coordinate domestic and international travel bookings (flights, hotels, cabs) for employees, including field/site visits for EP operations
• Liaise with travel agencies/vendors to ensure cost-effective and timely bookings
• Process visa documentation and travel advances/reimbursements in coordination with finance
• Maintain travel itineraries and ensure timely communication of travel plans to employees and stakeholders
• Coordinate transport and logistics for site visits, rig locations, or field offices as required
• Track and reconcile travel expenses against company travel policy

General

• Coordination and completion of duties and projects within a team environment with co-admin support staff
• Ensures knowledge of staff movements in and out of the organization
• Employees may perform other duties as assigned
• Very good communication skills

SKILLS & ABILITIES

• This position requires the capability to understand and follow both oral and written directions, along with knowledge and usage of correct business English and office practices
• Must be able to communicate effectively with others, analyze and resolve problems, maintain effective working relationships, and interact successfully with internal and external customers
• Strong organizational and multitasking skills with the ability to prioritize and manage multiple responsibilities in a fast-paced environment
• Proficiency in MS Office (Word, Excel, Outlook, PowerPoint) and general office equipment
• Basic understanding of facilities management practices, vendor coordination, and office administration
• Familiarity with travel booking platforms/portals and travel policy compliance
• Good numerical and record-keeping ability for handling checks, invoices, and expense reconciliations
• High level of discretion and confidentiality, given exposure to sensitive information (staff movements, financial documents, provider disputes)
• Detail-oriented with strong follow-up skills to ensure timely closure of maintenance tickets, vendor deliverables, and admin requests
• Ability to work independently as well as collaboratively within a team, including coordination with co-admin support staff
• Adaptability to handle diverse tasks from front desk operations to facilities coordination and travel logistics — often under time constraints
• Professional demeanor and presentable conduct, being the first point of contact for guests, vendors, and stakeholders
• Basic problem-solving and decision-making skills to handle day-to-day administrative and facility-related issues independently
• Willingness to learn and adapt to company-specific tools, systems, and processes (e.g., ticketing systems, travel portals etc)