Front Office Executive

ACURA SOLUTIONS LTD; Mumbai; On-site; INR 250,000 - 420,000; Full time

Job summary

IGI in Mumbai is seeking a Front Office Executive to be the first point of contact for visitors, clients, and stakeholders. The role focuses on reception management, calls, inquiries, and coordinating appointments to ensure a professional experience aligned with international standards.

The candidate should have 2+ years of relevant experience, strong English communication, and proficiency in MS Office. This is a full-time on-site position based in Mumbai.

Qualifications

• Graduate in any discipline.
• 3 years of experience in Front Office, Reception, Customer Service, Administration, Hospitality, or a similar role.
• Excellent verbal and written communication skills in English.
• Hindi and/or local language proficiency will be an advantage.
• Good knowledge of MS Office, Word, Excel, Outlook, and basic computer operations.
• Strong interpersonal and customer-handling skills.
• Professional appearance, grooming, and telephone etiquette.
• Good organizational and multitasking abilities.

Responsibilities

• Welcome and greet clients, visitors, students, vendors, and business associates in a professional and courteous manner.
• Manage the reception desk and ensure a welcoming and well-organized environment.
• Register and maintain records of visitors and appointments.
• Coordinate visitor access with relevant departments.
• Handle client and visitor inquiries and direct them to the appropriate team or department.
• Maintain confidentiality and professionalism while dealing with clients and business information.
• Answer incoming calls promptly and professionally.
• Transfer calls to the appropriate departments or employees.
• Handle general inquiries and provide accurate information wherever applicable.
• Take messages and ensure timely communication with the concerned team.
• Manage routine email correspondence and front-office communications.
• Coordinate with clients, jewellery professionals, retailers, manufacturers, students, and other industry visitors.
• Assist visitors with basic information regarding appointments, services, courses, and office procedures.
• Coordinate with relevant teams for client appointments, meetings, and scheduled visits.
• Ensure a smooth and professional client experience throughout the visit.
• Maintain reception registers, visitor records, courier records, and other documentation.
• Receive and distribute courier, parcels, documents, and correspondence.
• Schedule meeting rooms and coordinate appointments.
• Assist the Admin/HR team with routine office activities.
• Coordinate with housekeeping, security, and other support staff.
• Maintain adequate reception supplies and report requirements to the Admin team.
• Perform other administrative duties assigned by the reporting manager.

Job description

Job Description Front Office Executive

Position: Front Office Executive

Department: Front Office / Administration

Organization: International Gemological Institute (IGI)

Location: Mumbai

Employment Type: Full-Time

Experience: 2yrs

Job Summary

We are looking for a professional, well-groomed, and customer-focused Front Office Executive to be the first point of contact for visitors, clients, students, industry partners, and other stakeholders visiting the International Gemological Institute.

The candidate will be responsible for managing the reception area, handling calls and inquiries, coordinating visitor appointments, supporting administrative activities, and ensuring a professional experience aligned with IGI's international standards.

Key Responsibilities

Front Desk Visitor Management

• Welcome and greet clients, visitors, students, vendors, and business associates in a professional and courteous manner.
• Manage the reception desk and ensure a welcoming and well-organized environment.
• Register and maintain records of visitors and appointments.
• Coordinate visitor access with relevant departments.
• Handle client and visitor inquiries and direct them to the appropriate team or department.
• Maintain confidentiality and professionalism while dealing with clients and business information.

Telephone Communication

• Answer incoming calls promptly and professionally.
• Transfer calls to the appropriate departments or employees.
• Handle general inquiries and provide accurate information wherever applicable.
• Take messages and ensure timely communication with the concerned team.
• Manage routine email correspondence and front-office communications.

Client Industry Coordination

• Coordinate with clients, jewellery professionals, retailers, manufacturers, students, and other industry visitors.
• Assist visitors with basic information regarding appointments, services, courses, and office procedures.
• Coordinate with relevant teams for client appointments, meetings, and scheduled visits.
• Ensure a smooth and professional client experience throughout the visit.

Administrative Support

• Maintain reception registers, visitor records, courier records, and other documentation.
• Receive and distribute courier, parcels, documents, and correspondence.
• Schedule meeting rooms and coordinate appointments.
• Assist the Admin/HR team with routine office activities.
• Coordinate with housekeeping, security, and other support staff.
• Maintain adequate reception supplies and report requirements to the Admin team.
• Perform other administrative duties assigned by the reporting manager.

Required Qualifications Skills

• Graduate in any discipline.
• 3 years of experience in Front Office, Reception, Customer Service, Administration, Hospitality, or a similar role .
• Excellent verbal and written communication skills in English.
• Hindi and/or local language proficiency will be an advantage.
• Good knowledge of MS Office, Word, Excel, Outlook, and basic computer operations .
• Strong interpersonal and customer-handling skills.
• Professional appearance, grooming, and telephone etiquette.
• Good organizational and multitasking abilities.
• Ability to work with clients from diverse backgrounds.
• Strong attention to detail and a service-oriented approach.

Preferred Candidate Profile

• Pleasant, confident, and professional personality.
• Comfortable interacting with international and domestic clients .
• Experience in a premium corporate, luxury, hospitality, jewellery, or gemological environment will be an advantage.
• Ability to maintain confidentiality when handling client and business information.
• Good telephone and email etiquette.
• Ability to remain calm and courteous while handling multiple visitors or inquiries.
• Willingness to