Front Office Associate

Keka Technologies Private Limited; Pune District; On-site; INR 180,000 - 240,000; Full time

Job summary

Keka Technologies Private Limited in Pune, Maharashtra, invites applications for a Receptionist / Front Desk Associate/Executive role to manage front desk operations and provide administrative support for the Head Office. You will interact with employees, visitors, candidates, vendors, and internal departments with professional communication and coordination.

Key duties include handling calls, meetings, travel arrangements, invoice tracking, vendor coordination, and maintaining records.

Responsibilities

• Manage Reception / Front Desk operations, including visitor handling and maintaining a professional reception area.
• Handle telephone calls, messages, and general communication and direct them to the concerned departments.
• Manage meeting room bookings, arrangements, and records.
• Handle courier, incoming/outgoing documents, and basic document management.
• Coordinate travel and accommodation arrangements, including air ticket booking.
• Provide day-to-day administrative coordination and support to employees and departments.
• Maintain staff petrol/conveyance tracking sheets and related records.
• Coordinate supplier allocation with the Purchase and Subcontract teams as required.
• Arrange food and refreshments for training sessions and meetings.
• Coordinate training sessions and meeting room arrangements and maintain related records.
• Maintain PDC cheque records and tracking sheets.
• Support and coordinate internal and external audits related to Head Office Administration.
• Maintain updated audit records, registers, documents, and supporting evidence.
• Verify canteen bills, rent bills, maintenance bills, and other administration-related invoices received from project sites.
• Maintain invoice inward records in tracking sheets and follow up with the Billing and Accounts Departments regarding payment status.
• Supervise the daily activities of housekeeping and pantry staff and ensure proper office cleanliness and upkeep.
• Facilitate interview candidate coordination by providing required application forms and informing HR for the further interview process.
• Prepare and coordinate official correspondence and administrative emails as required.
• Provide general administrative and front office support to ensure smooth functioning of the Head Office.
• Maintain a professional and welcoming environment for visitors, candidates, clients, and employees.

Job description

Position: Receptionist / Front Desk Associate/Executive

Job Purpose

To manage front desk operations and provide administrative support to ensure smooth day-to-day functioning of the Head Office, while maintaining professional communication and coordination with employees, visitors, candidates, vendors, and internal departments.

Key Responsibilities-

• Manage Reception / Front Desk operations, including visitor handling and maintaining a professional reception area.
• Handle telephone calls, messages, and general communication and direct them to the concerned departments.
• Manage meeting room bookings, arrangements, and records.
• Handle courier, incoming/outgoing documents, and basic document management.
• Coordinate travel and accommodation arrangements, including air ticket booking.
• Provide day-to-day administrative coordination and support to employees and departments.
• Maintain staff petrol/conveyance tracking sheets and related records.
• Coordinate supplier allocation with the Purchase and Subcontract teams as required.
• Arrange food and refreshments for training sessions and meetings.
• Coordinate training sessions and meeting room arrangements and maintain related records.
• Maintain PDC cheque records and tracking sheets.
• Support and coordinate internal and external audits related to Head Office Administration.
• Maintain updated audit records, registers, documents, and supporting evidence.
• Verify canteen bills, rent bills, maintenance bills, and other administration-related invoices received from project sites.
• Maintain invoice inward records in tracking sheets and follow up with the Billing and Accounts Departments regarding payment status.
• Supervise the daily activities of housekeeping and pantry staff and ensure proper office cleanliness and upkeep.
• Facilitate interview candidate coordination by providing required application forms and informing HR for the further interview process.
• Prepare and coordinate official correspondence and administrative emails as required.
• Provide general administrative and front office support to ensure smooth functioning of the Head Office.
• Maintain a professional and welcoming environment for visitors, candidates, clients, and employees.