Front Office Executive

AIS InfoSource; Vadodara; On-site; INR 160,000 - 230,000; Full time

Job summary

AIS seeks a Front Office Executive to manage reception and administrative operations, ensuring a professional and welcoming environment. You will handle guest management, communications, vendor coordination, and provide employee support across office services.

Responsibilities include coordinating with facilities, processing invoices, and supporting HR/admin in meetings and events. Requires a Graduate degree and willingness to work flexible shifts, including US holiday alignment.

Qualifications

• Graduate degree in Business Administration, Hospitality, or related field.
• Certification in customer service or facilities management preferred.
• Willing to work flexible shifts, including night shifts if required.
• Good command of English and Hindi.

Responsibilities

• Guest & visitor management consistent with company policies and welcoming environment.
• Handle calls, courier, and emails with accuracy and timely responses.
• Coordinate with building/maintenance teams for smooth common area services.
• Verify and process invoices for approved goods/services per contract and standards.
• Plan and track office repair/maintenance and preventive care activities.
• Coordinate employee requests related to soft services (housekeeping, pantry, maintenance).
• Assist HR/admin in meeting arrangements and daily operations.

Skills

MS Office

Front office

English fluency

Time management

Education

Bachelor's degree

Job description

We are seeking a Front Office Executive to manage reception and administrative operations while ensuring a professional and welcoming environment. The role includes visitor handling, communication management, vendor coordination, facility maintenance, and employee support services.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Guest and Visitor Management: Handle all reception guests and visitors in accordance with company policies, always ensuring a professional and welcoming environment.
• Communication Management: Attend to incoming and outgoing calls, courier handling, and email correspondence, maintaining accuracy and timely responses.
• Office Coordination and Maintenance: Coordinate with building and maintenance teams for the smooth running of common area services, ensuring all services align with contract and SOP standards.
• Vendor and Invoice Management: Verify and process invoices for approved goods and services in compliance with contractual obligations and service quality standards.
• Facility and Repair Management: Plan and track all office repair, maintenance, and preventive care activities, maintaining logs and ensuring adherence to schedules.
• Employee Support and Soft Services: Provide prompt coordination for employee requests related to soft services such as housekeeping, pantry, and maintenance support.
• Administrative Support: Assist HR and admin teams in meeting arrangements, office events, and daily administrative operations to ensure organizational efficiency.

SUPERVISORY RESPONSIBILITIES:

This position does not have supervisory responsibilities.

LANGUAGE REQUIREMENTS

Required English Ability Level Business Fluent

SKILLS:

• Proficiency in Microsoft Office and other common office applications.
• Broad understanding of front office management and administrative processes.
• Excellent written and verbal communication in English and Hindi.
• Strong time management, multitasking, and organizational skills.

QUALIFICATIONS:

• Graduate degree in Business Administration, Hospitality, or related field.
• Certification in customer service or facilities management preferred.
• Willing to work flexible shifts, including night shifts if required.
• Willing to work as per the US Holiday calendar.
• Good grip on language skills English & Hindi.

LANGUAGE SKILLS:

Ability to read, analyze and interpret the most complex documents. Ability to respond effectively to the most sensitive inquiries or complaints. Ability to write emails, speeches and articles using original or innovative techniques or style. Ability to make effective and persuasive speeches and presentations on controversial or complex topics to top management, public groups and clients.

REASONING ABILITY:

Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables.

CERTIFICATES, LICENSES, REGISTRATION:

Bachelor’s degree in relevant field.

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the noise level in the work environment is usually quiet to moderate.

DISCLAIMER:

The information in this job description is designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to this position and may be changed at the company’s discretion to conform to business needs.

ABOUT THE COMPANY:

AIS is a Texas-based fintech firm committed to lowering operating costs, improving quality and reducing cycle time with back-office automation, highly skilled talent and standardized reporting and analytics solutions. AIS manages the day-to-day work so our clients can focus on growing their business. We review client processes, eliminate non-value adds, and enhance productivity. We build financial and legal technology to automate and optimize workforce performance. We equip decision makers with deep data sets and forward-thinking analytics so they can make smarter business decisions and create better customer experiences. We serve a variety of industries including banking, automotive finance, credit card, mortgage, insurance and telecommunications.

AIS offers exciting opportunities to provide innovative solutions that help clients maximize their potential.