Front Office Administrator

Fermbox Bio; Bengaluru; On-site; INR 350,000 - 750,000; Full time

Job summary

Fermbox Bio seeks an experienced Forn Office & Admin Executive to manage travel bookings, visas and calendar coordination for staff and visitors. The role also covers front office duties, facilities, events and general administrative tasks to ensure smooth daily operations.

Ideal candidates have strong corporate travel experience, vendor coordination skills and fluency in English with knowledge of Hindi and Kannada for seamless communication across teams in Bengaluru.

Qualifications

• Strong corporate travel booking experience with visa handling.
• Proficient in calendar management and meeting coordination.
• Experience coordinating with vendors and travel partners.

Responsibilities

• Manage domestic and international travel bookings (flight, hotel, cab).
• Handle cancellations, refunds, itineraries and last minute changes.
• Coordinate with travel agencies, airlines, hotels and transport vendors.
• Manage visa applications and related documentation for staff and visitors.
• Maintain calendars, meetings, invitations and room bookings.
• Coordinate guest arrangements and front office activities.
• Oversee office administration, facilities, supplies and records.
• Support events, onboarding and general admin tasks.

Skills

Corporate travel booking

Visa processing

Calendar management

Vendor coordination

MS Office

Outlook

Excel

English

Hindi

Kannada

Tools

MS Office

Outlook

Excel

Job description

Job Title: Forn Office & Admin Executive (Preferred Travel Booking Experience)

Key Responsibilities

Travel, Visa & Calendar Management

• Manage domestic and international flight, hotel, cab, airport transfer, and travel bookings.
• Handle cancellations, rescheduling, refunds, itineraries, and last-minute travel requirements.
• Coordinate with travel agencies, airlines, hotels, and transport vendors.
• Manage visa applications and related documentation for employees, management, and business visitors.
• Manage management calendars, meetings, appointments, and schedules, including meeting invites, reminders, rooms, and online meeting links.
• Coordinate travel schedules with meetings and appointments.

Guest & Front Office Management

• Manage guest and visitor arrangements, including travel, accommodation, transport, and hospitality.
• Handle front office activities including calls, emails, couriers, visitor records, and appointments.
• Ensure a professional and welcoming front-office environment.

Office Administration & Facilities

• Coordinate security, housekeeping, cleanliness, hygiene, and general facility requirements.
• Coordinate with service vendors and the maintenance team for repairs and maintenance.
• Manage office supplies, stationery, pantry items, and inventory.
• Coordinate office collateral and printing requirements such as business cards, stationery, signage, ID cards, etc.
• Manage cafeteria/pantry and catering requirements.
• Coordinate employee cab/transportation and transport vendors.
• Manage and coordinate biometric attendance and related issues.
• Maintain basic office records, assets, and administrative documentation.

Events & General Administration

• Coordinate ad hoc office events, celebrations, meetings, and employee activities, including catering and vendor coordination.
• Support HR and other departments with onboarding, documentation, and administrative requirements.
• Handle other office administration tasks as required to ensure smooth day-to-day operations.

Desired Skills

• Strong experience in corporate travel booking and coordination.
• Experience in visa processing and calendar/meeting management.
• Good vendor coordination and follow-up skills.
• Proficiency in MS Office, Outlook, Excel, and calendar tools.
• Fluent spoken English, Hindi, and Kannada.
• Good written English proficiency.
• Strong communication, coordination, and organizational skills.
• Proactive, detail-oriented, and able to multitask.
• Professional and presentable with the ability to handle urgent requirements.

Key Requirement

Strong corporate travel booking experience, along with visa, calendar management, and general office administration experience.