Front Office Executive

Aj Solutions; Mumbai; On-site; INR 420,000 - 660,000; Full time

Job summary

Law Firm in Churchgate, Mumbai, is seeking a Front Desk Executive with 5+ years of experience to manage reception, calls, meetings, couriers, and client hospitality. The role requires high accountability, strong communication, and impeccable organisational skills to support partners and senior staff.

The ideal candidate will maintain confidentiality, coordinate calendars, and oversee office supplies and vendor interactions in a fast-paced law firm environment.

Qualifications

• Graduate from a recognised university; Masters preferred.
• 5+ years of experience with strong management experience.
• Strong written and verbal communication skills with a pleasing personality
• Excellent organisational and multitasking abilities
• Ability to work in a fast-paced, high-accountability environment

Responsibilities

• Welcome clients, visitors, advocates, consultants, and vendors professionally.
• Manage the reception area and ensure it remains organized and presentable at all times.
• Handle incoming and outgoing calls, screen calls, and direct them to the appropriate team members.
• Track the common mailbox and inform associates or partners of concerns.
• Monitor meeting room bookings and ensure meeting rooms are prepared before scheduled meetings.
• Receive, record, and distribute couriers, legal documents, parcels, and confidential correspondence.
• Maintain visitor logs, gate passes, and reception records.
• Assist in scheduling appointments and coordinating calendars for seniors and management when required.
• Manage office supplies, stationery inventory, pantry stock, and housekeeping requirements.
• Coordinate with vendors, service providers, building management, and maintenance teams.
• Handle courier bookings, document dispatch, and tracking of important legal correspondence.
• Maintain administrative records, invoices, bills, and office documentation.
• Support travel bookings, accommodation arrangements, and logistics for lawyers and visiting professionals.
• Assist HR & Admin with new joiner and interns onboarding, ID cards, attendance records, and administrative documentation.
• Ensure smooth day-to-day office operations and promptly resolve facility-related issues.
• Coordinate office events, meetings, conferences, and client hospitality arrangements.
• Maintain confidentiality of legal documents and sensitive firm information at all times.
• Execute additional responsibilities assigned by partners and management.

Skills

Communication skills

Client facing

Organisational skills

Attention to detail

Proactiveness

Education

Graduate from a recognised university

Masters preferred

Job description

Job description:

Job Description Position: Front Desk Executive

Mumbai PQE: 5+ Years

Location: Churchgate

Firm: Law Firm

Responsibilities

• Welcome clients, visitors, advocates, consultants, and vendors professionally.
• Manage the reception area and ensure it remains organized and presentable at all times.
• Handle incoming and outgoing calls, screen calls, and direct them to the appropriate team members.
• Track the common mailbox and inform associates or partners of concerns.
• Monitor meeting room bookings and ensure meeting rooms are prepared before scheduled meetings.
• Receive, record, and distribute couriers, legal documents, parcels, and confidential correspondence.
• Maintain visitor logs, gate passes, and reception records.
• Assist in scheduling appointments and coordinating calendars for seniors and management when required.
• Manage office supplies, stationery inventory, pantry stock, and housekeeping requirements.
• Coordinate with vendors, service providers, building management, and maintenance teams.
• Handle courier bookings, document dispatch, and tracking of important legal correspondence.
• Maintain administrative records, invoices, bills, and office documentation.
• Support travel bookings, accommodation arrangements, and logistics for lawyers and visiting professionals.
• Assist HR & Admin with new joiner and interns onboarding, ID cards, attendance records, and administrative documentation.
• Ensure smooth day-to-day office operations and promptly resolve facility-related issues.
• Coordinate office events, meetings, conferences, and client hospitality arrangements.
• Maintain confidentiality of legal documents and sensitive firm information at all times.
• Execute additional responsibilities assigned by partners and management.

Candidate Requirements

• Graduate from a recognised university; Masters preferred.
• 5+ years of experience with strong management experience.
• Strong written and verbal communication skills with a pleasing personality
• Excellent organisational and multitasking abilities
• Ability to work in a fast-paced, high-accountability environment

Key Skills

• Experience working closely with senior leadership
• Exposure to client-facing roles and stakeholder management
• High levels of ownership, discipline, and professionalism

Key Competencies

• Attention to detail
• Proactiveness and ownership
• Interpersonal effectiveness
• Time management and prioritization