Front Office Executive

Dhruv Global School; Pune District; On-site; INR 180,000 - 260,000; Full time

Job summary

Dhruv Global School is seeking a Front Office Executive to manage front desk operations and create a positive first impression for visitors, parents, students, and employees. Responsibilities include reception duties, communication management, appointment scheduling, records maintenance, and providing administrative support.

The role requires a Bachelor's degree and strong communication/interpersonal skills. Freshers may apply.

Qualifications

• Bachelor's degree in any discipline.
• 13 years of experience in front office, reception, customer service, or administrative roles.
• Freshers with excellent communication and interpersonal skills may also apply.

Responsibilities

• Greet and welcome visitors, parents, students, clients, and vendors in a professional and courteous manner.
• Manage the reception area, ensuring it is clean, organized, and presentable at all times.
• Maintain visitor logs and issue visitor passes as per organizational policy.
• Answer, screen, and transfer incoming telephone calls.
• Respond to emails and general inquiries promptly and professionally.
• Take accurate messages and ensure timely communication with concerned departments.
• Maintain front office records, registers, and documentation.
• Handle incoming and outgoing mail, couriers, and parcels.
• Schedule appointments, meetings, and conference room bookings.
• Assist with data entry, filing, photocopying, scanning, and document management.
• Coordinate with HR, Administration, Accounts, and other departments for smooth day-to-day operations.
• Support employee onboarding by assisting with visitor management and documentation.
• Assist in organizing meetings, events, and office activities.
• Address visitor and customer queries professionally and escalates concerns when required.
• Ensure a pleasant experience for all visitors by providing accurate information and prompt assistance.
• Monitor office stationery and reception supplies and raise purchase requests when required.
• Coordinate with housekeeping and maintenance staff to maintain the reception and waiting area.
• Ensure office equipment at the reception is functioning properly.

Skills

Communication

Interpersonal skills

Microsoft Office

Multitasking

Organization

Customer service

Professional appearance

Education

Bachelor's degree

Freshers welcome

Tools

EPABX systems

Printers

Scanners

Photocopiers

Job description

The Front Office Executive is responsible for managing the front office operations and creating a positive first impression for visitors, clients, parents, students, and employees. The role involves handling reception duties, managing communication, coordinating appointments, maintaining records, and providing administrative support to ensure the smooth functioning of the organization.

Key Responsibilities

Front Office Operations

• Greet and welcome visitors, parents, students, clients, and vendors in a professional and courteous manner.
• Manage the reception area, ensuring it is clean, organized, and presentable at all times.
• Maintain visitor logs and issue visitor passes as per organizational policy.

Communication

• Answer, screen, and transfer incoming telephone calls.
• Respond to emails and general inquiries promptly and professionally.
• Take accurate messages and ensure timely communication with concerned departments.

Administrative Support

• Maintain front office records, registers, and documentation.
• Handle incoming and outgoing mail, couriers, and parcels.
• Schedule appointments, meetings, and conference room bookings.
• Assist with data entry, filing, photocopying, scanning, and document management.

Coordination

• Coordinate with HR, Administration, Accounts, and other departments for smooth day-to-day operations.
• Support employee onboarding by assisting with visitor management and documentation.
• Assist in organizing meetings, events, and office activities.

Customer Service

• Address visitor and customer queries professionally and escalates concerns when required.
• Ensure a pleasant experience for all visitors by providing accurate information and prompt assistance.

Office Support

• Monitor office stationery and reception supplies and raise purchase requests when required.
• Coordinate with housekeeping and maintenance staff to maintain the reception and waiting area.
• Ensure office equipment at the reception is functioning properly.

Required Qualifications

• Bachelor's degree in any discipline.
• 13 years of experience in front office, reception, customer service, or administrative roles.
• Freshers with excellent communication and interpersonal skills may also apply.

Skills Required

• Excellent verbal and written communication skills.
• Professional appearance and positive attitude.
• Strong customer service and interpersonal skills.
• Good organizational and multitasking abilities.
• Proficiency in Microsoft Office (Word, Excel, Outlook).
• Familiarity with office equipment such as EPABX systems, printers, scanners, and photocopiers.
• Ability to work under pressure while maintaining professionalism.

Preferred Qualities

• Pleasant personality with a customer-focused approach.
• Strong attention to detail.
• Time management and problem-solving skills.
• Ability to maintain confidentiality.
• Team player with a proactive mindset.

tion.