Front Office Executive

Protiviti India; Bengaluru; On-site; INR 300,000 - 500,000; Full time

Job summary

Protiviti India in Bengaluru is seeking a proactive Front Office/Reception professional to welcome visitors, manage calls, and coordinate meetings, ensuring a warm and professional first impression.

Your role will include courier handling, mail management, basic MS Office tasks, and liaison with security and facilities teams to keep the office running smoothly.

Qualifications

• Excellent verbal and written English communication.
• Pleasant personality with a customer-centric attitude.
• Professional appearance and behaviour.
• Good interpersonal and coordination skills.
• Basic knowledge of MS Office (Word, Excel, Outlook, PowerPoint).
• Ability to multitask and prioritize work efficiently.
• Strong record maintenance and documentation skills.
• Good organizational and time management abilities.

Responsibilities

• Welcome and assist visitors, clients, and employees in a professional and courteous manner.
• Attend incoming calls and direct them to appropriate departments; relay messages.
• Manage meeting room bookings and prepare rooms ahead of meetings.
• Coordinate courier, mail handling, and document distribution.
• Maintain reception records, stationery, and office supplies.
• Support workplace operations, vendor coordination, and events.
• Coordinate with security for visitor access and safety protocols.

Skills

Excellent verbal communication

Written communication

Customer-centric attitude

Pleasant personality

Interpersonal skills

Coordination skills

Multitasking

Record maintenance

Time management

Office etiquette

Education

Any Graduate/Diploma or Equivalent

Tools

MS Office

Job description

JD

1. Reception & Visitor Management

• Welcome and assist visitors, clients, and employees in a professional and courteous manner.
• Maintain visitor records and issue visitor passes.
• Inform concerned employees about visitor arrivals.
• Deliver an excellent first impression of the organization.

2. Call Handling

• Attend incoming calls and direct them to the appropriate departments.
• Record and relay messages accurately.
• Handle general inquiries professionally.

3. Meeting Room Coordination

• Manage meeting room bookings and schedules.
• Ensure meeting rooms are ready before scheduled meetings.
• Coordinate refreshments and meeting requirements.
• Monitor meeting room cleanliness and availability.

4. Courier & Mail Management

• Receive, record, and distribute incoming couriers, parcels, and documents.
• Coordinate outgoing courier dispatches.
• Maintain courier registers and tracking records.

5. Administrative & Facility Support

• Maintain reception records and front desk operations.
• Coordinate stationery inventory and office supplies.
• Assist in vendor and service coordination.
• Ensure the reception and common areas remain clean, organized, and presentable.
• Support daily workplace operations and office upkeep.
• Assist the Workplace Services Lead with daily and weekly facility activities.
• Coordinate employee engagement programs, office events, and celebrations.
• Liaise with housekeeping, maintenance, and security teams for smooth office operations.

6. Security Coordination

• Verify visitor approvals before granting access.
• Coordinate with the security team for visitor and employee access management.
• Ensure adherence to office security protocols.

Required Skills

• Excellent verbal and written communication skills in English.
• Pleasant personality with a customer-centric attitude.
• Professional appearance and behaviour.
• Good interpersonal and coordination skills.
• Basic knowledge of MS Office (Word, Excel, Outlook, PowerPoint).
• Ability to multitask and prioritize work efficiently.
• Strong record maintenance and documentation skills.
• Good organizational and time management abilities.

Qualification

• Any Graduate/Diploma or Equivalent

Experience

• 3+ years of experience in Front Office, Reception, Administration, or Workplace Services.

Preferred Experience

• Preferably from Hotels, Hospitality of Aviation Industry
• Experience in a corporate office or multinational organization.
• Basic understanding of workplace/facility coordination.
• Experience in handling visitors, vendors, and employee support services.