Front Office Executive

Randstad; Pune District; On-site; INR 300,000 - 450,000; Part time

Job summary

Randstad is seeking a highly organized Front Office Receptionist in Pune. This individual will provide outstanding customer service and administrative support, ensuring effective communication within the office.

Key responsibilities include managing visitor check-ins, handling phone calls, and coordinating with internal teams. Required qualifications are a Bachelor's degree and a minimum of 3 years in relevant roles, along with proficiency in Microsoft Office Suite.

Qualifications

• Minimum of 3 years of relevant experience in front desk or administrative roles.
• Strong knowledge of standard office and secretarial practices.
• Fluency in spoken and written Hindi and Marathi.

Responsibilities

• Act as the first point of contact for visitors and clients.
• Manage Visitor Pass Management System (VPMS) for guests.
• Attend and manage phone calls and take accurate messages.
• Coordinate with internal teams for interview candidates and visiting guests.
• Provide support to the Facilities team during major internal events.

Skills

Excellent communication and interpersonal skills

Detail-oriented

Proficiency in Microsoft Office Suite

Fluency in spoken and written English

Ability to multitask

Education

Bachelor's degree

Job description

Job Type: Contract Basis

We are in search of a highly organized and professional Front Office Receptionist to join our team in Pune. This individual will act as the first point of contact for our visitors and clients, offering outstanding customer service and administrative support. This role is vital for ensuring effective communication and seamless operations within our office, particularly concerning our software development activities in the semiconductor sector.

Reception & Visitor Management

• Handle the Visitor Pass Management System (VPMS) to ensure smooth checkin and checkout of all guests, visitors, and vendors entering the office premises.
• Greet and welcome visitors, clients, and employees in a warm and professional manner, ensuring a positive first impression.
• Assist important guests in the absence of the respective SPOC, including escorting them to cabins, arranging tea/coffee, providing notepads, and ensuring guests are not left unattended.
• Prepare and display welcome boards for important visitors as per requests from concerned teams or admins.
• Help guests from other office locations with access card activation for the required duration of their visit.

Communication & Call Handling

• Attend and manage board line and extension calls daily, handling multiple queries and requests in a professional manner.
• Answer, screen, and direct phone calls; take accurate messages and ensure clear communication.

Access Control & Security Support

• Monitor employee access at turnstiles and ensure zero tailgating.
• Manage Lost & Found items.
• Generate incident reports in cases of employee misconduct with security staff while accessing the premises.

Coordination & Administrative Support

• Coordinate with internal teams and representatives, especially for interview candidates and visiting guests.
• Handle incoming and outgoing mails and packages, ensuring timely distribution.
• Maintain the overall decorum, cleanliness, and professional appearance of the reception area.

Event & Facilities Support

• Provide endtoend support to the Facilities team during major internal events, from planning through postevent closure.
• Coordinate with drivers and guests for timely pickups and dropoffs from office premises and hotels during events.

Required Qualifications

• Bachelors degree.
• Minimum of 3 years of relevant experience in front desk, reception, or administrative roles.
• Strong knowledge of standard office and secretarial practices.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and handling official emails.
• Fluency in spoken and written English, Hindi, and Marathi.

Skills & Competencies

• Excellent communication and interpersonal skills.
• Pleasant personality with a professional demeanour.
• Detailoriented, confident, diligent, and well‑organized.
• Ability to multitask and work efficiently in a fast‑paced environment.
• Quick learner and strong team player.
• Capability to operate general office equipment effectively.