Front Office Executive

Swan Corp; Ahmedabad District; On-site; INR 300,000 - 500,000; Full time

Job summary

Swan LNG Pvt. Ltd. is hiring a Front Desk + Admin Executive for its Ahmedabad location. The role requires managing the front desk, guest reception, and day-to-day office coordination, with responsibilities spanning travel arrangements, calendar oversight, and document handling.

The ideal candidate will have 2–5 years of front office experience, strong MS Office skills, and excellent communication abilities to interact with visitors and senior stakeholders. English and Hindi fluency preferred.

Qualifications

• Graduate with any discipline; admin-related degree/diploma advantageous.
• 2–5 years of experience in front office/administration roles.
• Proficient in MS Office (Outlook, Word, Excel).
• Strong calendar management and scheduling abilities.
• Good communication and interpersonal skills.
• Professional, presentable, courteous, service-oriented.
• Ability to coordinate with senior stakeholders, visitors, vendors, and staff.

Responsibilities

• Manage front desk and reception to create a welcoming experience.
• Handle guest management: receiving visitors, coordinating meetings, assisting requirements.
• Oversee day-to-day office administration and coordination.
• Arrange travel and accommodation for employees and consultants.
• Maintain MS Office/Outlook calendar for stakeholders and meetings.
• Coordinate with internal and external stakeholders for meetings and visits.
• Maintain attendance records of consultants and ensure updates.
• Oversee housekeeping and office upkeep; coordinate with staff.
• Maintain administrative records and documents; support MS Office tasks.

Skills

MS Office

Outlook calendar management

Communication skills

Interpersonal skills

Organizational skills

Guest management

Education

Graduate in any discipline

Degree/diploma in administration

Tools

MS Office

Job description

Swan LNG.

About the Company

Swan LNG Pvt. Ltd., a subsidiary of Swan Corp, is developing India's first greenfield floating storage and Regasification Unit (FSRU) based LNG terminal at Jafrabad, Gujarat.

Position : Front Desk + Admin Executive

Location: Bodekdev, Ahmedabad

Working Days : 6 Days

Key Responsibilities

• Manage the front desk and reception area, ensuring a professional and welcoming experience for guests and visitors.
• Handle guest management, including receiving visitors, coordinating meetings, and assisting with their requirements.
• Manage day-to-day office administration and coordination activities.
• Coordinate travel and accommodation arrangements for employees, consultants, and other stakeholders, including flights, hotels, local transportation, and related requirements.
• Manage and maintain the MS Office / Outlook calendar for key stakeholders, including scheduling meetings, appointments, and coordinating meeting rooms.
• Coordinate with internal and external stakeholders for meetings, visits, appointments, and other administrative requirements.
• Maintain attendance records of consultants and ensure timely and accurate updates.
• Monitor and coordinate housekeeping activities, ensuring office cleanliness, hygiene, and upkeep.
• Coordinate with housekeeping and other support staff regarding daily office requirements.
• Maintain administrative records, documents, registers, and other office-related information.
• Assist with basic MS Office applications, including Outlook, Word, Excel, and PowerPoint, as required.
• Handle incoming calls, emails, courier/document movement, and general front-office correspondence.
• Support management and employees with various administrative and coordination requirements.
• Ensure smooth day-to-day functioning of the office and promptly escalat any administrative issues.

Required Skills & Qualifications

• Graduate in any discipline; a degree/diploma in administration or a related field will be an advantage.
• 2-5 years of experience in front office, administration, executive assistant, or office coordination roles.
• Good working knowledge of MS Office, particularly Outlook, Word, and Excel.
• Strong calendar management and scheduling skills.
• Good communication and interpersonal skills.
• Professional, presentable, courteous, and service-oriented personality.
• Strong organizational and multitasking abilities.
• Ability to coordinate effectively with senior stakeholders, consultants, visitors, vendors, and support staff.
• Good attention to detail and ability to maintain confidentiality.
• Ability to work independently and manage multiple administrative tasks simultaneously.

Preferred Attributes

• Proactive and solution-oriented approach.
• Strong follow-up and coordination skills.
• Excellent time management and organizational skills.
• Comfortable handling last-minute changes in travel, meetings, and schedules.
• Professional telephone and email etiquette.
• Fluency in English and Hindi; knowledge of Gujarati would be an advantage.