Front Office Executive

Bhagat; Vadodara; On-site; INR 300,000 - 700,000; Full time

Job summary

Bhagat in Vadodara seeks a friendly Front Office & Operations Executive to manage customer communications, coordinate with US-based teams and vendors, and support day-to-day business operations.

The role requires excellent English, a customer-focused approach, and the ability to handle multiple tasks using Google Workspace, Slack, Asana, and PMS. It involves AI tool usage and training customer-service AI agents; candidates should be comfortable six days a week with on-site work.

Qualifications

• Excellent written and spoken English.
• Strong customer service and relationship skills.
• Proficient with Google Workspace apps.
• Experience coordinating with cross-border teams.
• Ability to manage multiple tasks and follow-ups.

Responsibilities

• Handle guest and business inquiries through phone, emails, and chat.
• Coordinate with US-based internal teams, vendors, and service providers.
• Follow up on pending tasks and ensure timely completion.
• Maintain accurate customer, booking, vendor, and operational records.
• Use Google Sheets and Drive to organize information.
• Coordinate through Slack and Asana to track tasks, updates, and deadlines.
• AI adoption: train customer-service agents using real queries and workflows.

Skills

Excellent English

Customer service

Google Workspace

Slack

Asana

PMS access

Excel basics

Typing speed

US hours readiness

Tools

Google Sheets

PMS

Slack

Asana

Drive

Gmail

Job description

We are looking for a friendly, confident, and well-organized Front Office & Operations Executive to manage customer communications, coordinate with US-based teams and vendors, and support day-to-day business operations.

The ideal candidate should have excellent English communication skills, a customer-focused approach, and the ability to manage follow-ups, maintain records, and handle multiple operational tasks efficiently. The role also involves using AI-powered tools and assisting in training customer-service AI agents to improve business processes.

Key Responsibilities

1. Customer Communication & Relationship Management

• Handle guest and business inquiries through phone calls, emails, and chat.
• Communicate professionally with US-based customers and provide timely assistance.
• Follow up with prospective and interested customers to generate leads and improve bookings.
• Respond to customer queries and ensure a positive customer experience.
• Maintain regular communication with customers and relevant stakeholders.

2. Operations & Coordination

• Coordinate with US-based internal teams, vendors, and service providers.
• Track maintenance requests, vendor activities, and important operational deadlines.
• Follow up on pending tasks and ensure timely completion.
• Assist with nightly operational checks and related activities after receiving appropriate training.
• Support smooth execution of daily front-office and operational activities.

3. Documentation & Record Management

• Maintain accurate customer, booking, vendor, and operational records.
• Use Google Sheets and Drive to organize and update business information.
• Coordinate through Slack and Asana to track tasks, updates, and deadlines.
• Use Property Management Systems (PMS) to access booking information and customer details.
• Ensure accuracy and proper documentation of all relevant information.

4. AI Tools & Automation

• Use AI tools regularly for daily tasks, learning, planning, and improving productivity.
• Assist in training customer-service AI agents by sharing real customer queries, workflows, examples, and appropriate responses.
• Test new AI tools, applications, and integrations to identify opportunities for process improvement.
• Explore ways to automate repetitive tasks and improve customer service operations.
• Share useful technology and business improvement ideas with the owner.

Required Skills & Competencies

• Excellent spoken and written English communication skills.
• Friendly, confident, and professional telephone etiquette.
• Strong customer service and relationship management skills.
• Good follow-up, coordination, and organizational abilities.
• Proficiency in Google Workspace, including Gmail, Drive, Docs, and Sheets, or the ability to learn quickly.
• Basic working knowledge of Microsoft Excel and Word.
• Ability to learn and work with Slack, Asana, AI tools, and Property Management Systems (PMS).
• Fast and accurate typing skills.
• Strong attention to detail and ability to manage multiple tasks.
• Reliable, punctual, and comfortable working independently.
• Willingness to learn new technologies, AI tools, and automation processes.

AI & Automation Core Part of the Role

AI adoption and automation are an integral part of this position. The selected candidate will be expected to:

• Use AI tools regularly to support daily work and improve efficiency.
• Help build and train AI agents by providing real customer queries, workflows, examples, and feedback.
• Explore new AI applications and integrations relevant to customer service and operations.
• Identify opportunities to improve existing processes through technology.
• Share new integration ideas and business improvement suggestions directly with the owner.

General Requirements

• Excellent English communication and interpersonal skills.
• Comfortable interacting with US-based customers and business teams.
• Willingness to work according to US business hours, including evening and night shifts in India.
• Flexibility to work six days a week, including rotational weekends and holidays.
• Mandatory work-from-office requirement in Vadodara for every shift.
• Commitment to long-term employment and professional growth.

Practical Assessment Second Interview

Candidates are strongly encouraged to build and demonstrate a simple AI agent related to customer service or operations using any preferred platform, such as:

• Custom GPT in ChatGPT
• Google Gemini Gem
• Any no-code AI agent builder

Candidates who demonstrate a working AI agent during the second interview will be strongly preferred.

Preferred Candidate Profile

• Candidates with experience in customer service, front office, guest relations, sales coordination, or operations support.
• Individuals comfortable handling phone-based communication with international customers.
• Candidates who demonstrate an interest in AI tools, technology, and continuous learning.
• Applicants with a stable employment history and a genuine interest in long-term career growth will be preferred.

Career Opportunity

This is a long-term career opportunity for candidates who are interested in growing with the organization. The company invests in employee training and development and seeks individuals who are committed to building a long-term professional association.