Front Office Executive

OCS Group; Pune District; On-site; INR 150,000 - 230,000; Full time

Job summary

OCS Group in Pune (Maharashtra) is seeking a proactive Front Desk Receptionist to welcome visitors, manage registrations, answer calls, and coordinate front office activities with professionalism.

You will handle inquiries, route messages, support meetings, events, and reporting, while coordinating with facilities and HR to ensure a smooth, secure, and organized office environment.

Responsibilities

• Reception and visitor management: Welcome visitors, manage registration and issue passes, direct visitors to departments, keep reception area tidy and presentable.
• Telephone and communication handling: Answer and screen calls, take messages, respond to emails, maintain effective internal/external communication.
• Customer query handling: Address inquiries, resolve complaints, escalate unresolved issues, maintain high customer satisfaction.
• Administrative support: Perform routine administrative tasks, maintain records and filing, manage mail/courier, assist in reports and databases.
• Meeting and appointment coordination: Schedule appointments, arrange rooms and facilities, coordinate with teams for meetings.
• Event management: Coordinate company events, employee engagements, client visits, arrange vendors and onsite support.
• Office coordination: Monitor supplies, coordinate with housekeeping/security/facilities, support HR/admin activities.
• Record keeping and reporting: Maintain visitor logs and call records, update directories, prepare periodic reports, ensure data confidentiality.

Job description

Role & responsibilities:-

1. Reception and Visitor Management

• Welcome visitors, clients, and guests in a professional and courteous manner.
• Manage visitor registration and issue visitor passes.
• Direct visitors to the appropriate departments or personnel.
• Maintain a clean, organized, and presentable reception area.

2. Telephone and Communication Handling

• Answer, screen, and transfer incoming calls efficiently.
• Take accurate messages and ensure timely communication.
• Respond to emails and general inquiries professionally.
• Maintain effective communication with internal and external stakeholders.

3. Customer Query Handling

• Handle customer inquiries and provide accurate information regarding services and processes.
• Address customer concerns and complaints professionally.
• Escalate unresolved issues to the relevant department and ensure timely follow-up.
• Maintain high levels of customer satisfaction through prompt and courteous service.

4. Administrative Support

• Perform routine administrative and clerical tasks.
• Maintain records, documents, and filing systems.
• Manage incoming and outgoing mail, couriers, and packages.
• Assist in preparing reports and maintaining databases.

5. Meeting and Appointment Coordination

• Schedule and manage appointments and meetings.
• Arrange meeting rooms and required facilities.
• Coordinate visitor and client meetings with internal teams.
• Support conference and meeting logistics.

6. Event Management

• Coordinate and manage company events, employee engagement activities, and client visits.
• Assist in organizing training sessions, town halls, celebrations, and corporate events.
• Coordinate with vendors, catering services, and support teams for event arrangements.
• Ensure smooth execution of events and provide onsite support when required.

7. Office Coordination

• Monitor and maintain office supplies inventory.
• Coordinate with housekeeping, security, maintenance, and facility teams.
• Ensure smooth day-to-day front office operations.
• Support HR and Administration activities as required.

8. Record Keeping and Reporting

• Maintain visitor logs, call records, and reception reports.
• Update employee directories and contact information.
• Prepare periodic reports related to front office activities.
• Ensure accurate data management and confidentiality.