Front Office Executive

Spectraforce; Mohali; On-site; INR 279,000 - 446,000; Full time

Job summary

Spectraforce is seeking a proactive Front Office & Admin Executive for Mohali, India. The role involves managing front desk operations, visitor experience, and routine office administration to ensure a smooth, professional environment.

You will coordinate with housekeeping, vendors, and service providers, maintain records, and support internal events. Strong MS Office skills and excellent communication are essential for success in this position.

Qualifications

• Excellent verbal and written communication skills.
• Pleasant personality with professional and service-oriented approach.
• Good organizational and coordination abilities.
• Ability to handle routine administrative tasks independently.

Responsibilities

• Front Office Management: greet visitors, handle calls and emails, manage appointments and meeting rooms.
• Office Administration & Facility Management: manage supplies, housekeeping, and inventories.
• Courier & Vendor Coordination: manage couriers, vendors, and service requests.
• General Administrative Support: coordinate meetings, assist with events, and maintain records.

Skills

Communication

Interpersonal skills

Organizational skills

Multitasking

MS Office (Word, Excel)

Education

Graduate degree

Tools

MS Office

Job description

Role Overview

We are looking for a proactive, well-organized, and presentable Front Office & Admin Executive to manage front desk operations and oversee routine office administration activities. The role involves ensuring a professional visitor experience while maintaining smooth day-to-day office operations, housekeeping, and facility coordination.

Key Responsibilities

1. Front Office Management

• Act as the first point of contact for visitors, clients, and employees, ensuring a professional and welcoming experience.
• Handle incoming calls, emails, and messages, directing them to the concerned departments.
• Manage visitor entries, appointments, meeting schedules, and conference room bookings.
• Ensure the reception area and meeting rooms are neat, organized, and presentable.

2. Office Administration & Facility Management

• Manage day-to-day office administration, including stationery, pantry supplies, housekeeping materials, and other office consumables.
• Supervise housekeeping staff and monitor daily cleaning activities to maintain office hygiene and cleanliness.
• Monitor office supplies and maintain stock records, material inventory, and periodic consumption reports.
• Maintain administrative registers, including visitor, courier, stationery, and other relevant records.

3. Courier & Vendor Coordination

• Manage incoming and outgoing couriers, dispatches, and maintain accurate tracking records.
• Coordinate with courier partners, vendors, and service providers for timely deliveries and administrative requirements.
• Ensure timely replenishment of office supplies and follow up on pending maintenance or service requests.

4. General Administrative Support

• Coordinate meeting arrangements, refreshments, and other logistical requirements.
• Provide administrative support to employees and assist with internal events and office-related activities.
• Prepare basic administrative reports and ensure proper documentation and record keeping.

What We're Looking For

• Graduate in any discipline with 13 years of relevant experience in front office or administration.
• Excellent verbal and written communication and interpersonal skills.
• Pleasant personality with a professional and service-oriented approach.
• Good organizational, coordination, and multitasking abilities.
• Proficiency in MS Office, particularly Word and Excel.
• Ability to maintain records, manage inventory, and prepare basic reports.
• Experience in coordinating housekeeping staff, vendors, and facility-related activities.
• Self-motivated, responsible, and capable of independently handling routine administrative tasks.