Front Office Executive

Group Bayport; Ahmedabad; Vor Ort; INR 300.000 - 420.000; Vollzeit

Zusammenfassung

Group Bayport seeks a Front Office Executive Cum Receptionist to be the first point of contact for visitors, employees, clients, and vendors. The role oversees front desk operations, ensures a professional visitor experience, and supports administrative functions to enable smooth office operations.

The candidate will manage reception, assist HR with interviews, coordinate meeting rooms, and handle communications and MIS reporting.

Qualifikationen

• Graduate in any discipline; diploma/certification in Front Office/Hospitality/Administration an advantage.
• Proficient in MS Office; strong communication and organizational skills.
• Experience with visitor management and meeting room systems; professional appearance and etiquette.

Aufgaben

• Welcome and assist visitors, clients, candidates, and guests professionally.
• Manage visitor registration, passes, and records; enforce visitor protocol.
• Handle inbound/outbound calls and route to appropriate departments.
• Maintain a clean, organized reception area and respond to inquiries.
• Coordinate refreshments and meeting room readiness for management meetings.
• Support HR in coordinating candidate interviews and onboarding visits.
• Ensure smooth office operations through admin support and document management.

Kenntnisse

MS Office proficiency

Excellent verbal and written comm

Organizational & multitasking

Interpersonal & coordination

Confidentiality & discretion

Ausbildung

Bachelor's degree (any discipline) or equivalent

Diploma/certification in Front Office/Hospitality/Administration

Tools

Visitor management system

Meeting room booking system

Office software suites

Jobbeschreibung

The Front Office Executive Cum Receptionist serves as the first point of contact for visitors, employees, clients, and vendors. The role is responsible for managing front desk operations, ensuring a professional visitor experience, handling communication channels, coordinating meeting room requirements, and providing administrative support to facilitate smooth office operations.

Key Responsibilities

Front Desk & Reception Management

• Welcome and assist visitors, clients, candidates, and guests in a professional and courteous manner.
• Manage visitor registration, issue visitor passes, and maintain visitor records.
• Ensure proper visitor protocol and security procedures are followed.
• Handle incoming and outgoing calls through the reception desk and direct them appropriately.
• Maintain a clean, organized, and presentable reception area at all times.

Visitor & Hospitality Management

• Coordinate refreshments for visitors and management meetings.
• Ensure meeting rooms are ready with required arrangements before scheduled meetings.
• Provide support during VIP visits, leadership meetings, and special events.
• Manage visitor parking and seating arrangements when required.

Administrative Support

• Maintain employee and office contact directories.
• Coordinate courier, postal, and dispatch services.
• Manage incoming and outgoing correspondence, packages, and documents.
• Assist in maintaining office records and administrative files.

Facility Coordination

• Raise and track facility-related service requests.
• Coordinate with housekeeping, security, pantry, and maintenance teams for smooth operations.
• Monitor office supplies and support procurement requests.
• Ensure availability of reception and pantry consumables.

Meeting Room Management

• Manage booking and scheduling of conference and meeting rooms.
• Coordinate meeting arrangements, including refreshments and stationery.
• Ensure meeting rooms remain organized and functional.

Communication & Coordination

• Act as the liaison between visitors and internal departments.
• Assist HR in coordinating candidate interviews and onboarding visits.
• Support employee engagement activities, celebrations, and office events.
• Handle basic employee and visitor inquiries professionally.

MIS & Reporting

• Maintain daily visitor logs and reception records.
• Prepare monthly reports related to visitors, couriers, and reception activities.
• Support administration team in maintaining service records and documentation.

Educational Qualification

• Graduate in any discipline.
• Diploma or certification in Front Office Management, Hospitality, or Administration will be an added advantage.

Experience

• 4-5 years of experience in Front Office, Reception, Administration, Hospitality, or Customer Service.
• Experience in corporate offices, IT/ITES companies, or coworking environments preferred.

Technical Skills

• Proficiency in MS Office (Excel, Word, Outlook, PowerPoint).
• Experience with visitor management systems and meeting room booking systems.
• Basic knowledge of office administration processes.

Behavioral Skills

• Excellent verbal and written communication skills.
• Pleasant personality with professional appearance and etiquette.
• Good organizational and multitasking abilities.
• Ability to handle visitors and employees with professionalism and confidentiality.
• Strong coordination and interpersonal skills.

Key Performance Indicators (KPIs)

• Visitor satisfaction and experience.
• Front desk response and call handling efficiency.
• Meeting room readiness and coordination effectiveness.
• Accuracy of visitor and courier records.
• Timely closure of administrative support requests.
• Reception area upkeep and professionalism.
• Adherence to company policies and visitor management procedures.

Working Relationships

Internal

• Administration Team
• Human Resources
• Security Team
• All Employees

External

• Visitors
• Clients
• Service Providers

Preferred Attributes

• Professional grooming and positive attitude.
• Hospitality mindset with attention to detail.
• Ability to work under pressure and manage multiple tasks.
• High level of integrity, discretion, and dependability.