Front Office Executive/ EA

D Kumar Group; Ahmedabad District; On-site; INR 600,000 - 1,200,000; Full time

Job summary

D Kumar Group is seeking a seasoned front office and office administrator to manage the front desk, visitor handling, calls, emails, and appointments, while ensuring a welcoming, confidential and efficient experience for all visitors and stakeholders.

The role covers office administration, facilities, vendor coordination, event support, travel arrangements, and executive assistance. Candidates should have 6-8 years of front office and leadership experience and strong MS Office skills.

Qualifications

• Must have 6-8 years of experience in front office, administration, office management and executive leadership roles.
• Proficient in MS Office (Excel, Word, Outlook) and data entry.
• Knowledge of ERP systems for inventory and stock management.

Responsibilities

• Manage front-desk operations, including visitor handling, calls, emails, appointments, courier movements, access control, records and general enquiries.
• Oversee daily office administration, facilities, housekeeping, security, maintenance, transport, pantry, vendors, assets and inventory.
• Coordinate vendors and service providers, including quotations, contracts, invoices, deliveries and service schedules.
• Provide administrative support to senior management including calendar management, travel coordination and confidential correspondence.
• Coordinate leadership, client and management meetings; prepare MoMs, presentations and documents; maintain action trackers.
• Act as communication and coordination point for management, employees, vendors, clients and stakeholders, handling confidential communications.
• Maintain administrative records, contracts, invoices, and purchase and facility documents.
• Coordinate internal events, leadership meetings, client visits and corporate functions with logistics and vendor management.
• Coordinate domestic and international travel arrangements for executives and employees.

Skills

ERP knowledge

MS Office

Typing speed

Office administration basics

Professional attitude

Front office experience

Tools

ERP systems

MS Office

Job description

Front Office & Visitor Management

Manage front-desk operations, including visitor handling, calls, emails, appointments, courier/document movement, access control, records, and general enquiries, while ensuring a professional, welcoming, confidential, and efficient experience for all visitors and stakeholders.

Office Administration & Workplace Management

Oversee daily office administration, facilities, housekeeping, security, maintenance, transport, pantry, vendors, assets, inventory, and supplies, ensuring workplace cleanliness, safety, smooth operations, timely replenishment, and resolution of operational issues.

Vendor & Facility Coordination

Coordinate vendors and service providers, including quotations, approvals, contracts, invoices, deliveries, service schedules, expenses, and performance, ensuring quality, cost efficiency, and agreed service standards.

Executive / Leadership Support

Provide administrative support to senior management, including calendar and meeting management, travel coordination, preparation of documents and presentations, confidential correspondence, follow-ups, and coordination with internal and external stakeholders to ensure timely completion of priorities.

Meeting & Action-Item Management

Coordinate leadership, client, and management meetings, including meeting preparation, MoM, presentations, and documents; maintain action trackers, follow up on pending tasks, and provide management updates to ensure timely closure of commitments and deadlines.

Communication & Coordination

Act as a communication and coordination point for management, employees, vendors, clients, and stakeholders; manage professional correspondence, obtain departmental updates, and handle sensitive communications with confidentiality and professionalism.

Documentation

Maintain administrative records, contracts, invoices, purchase and facility documents.

Event & Corporate Meeting Support

Coordinate internal events, leadership meetings, client visits, and corporate functions, managing logistics, vendors, stakeholders, and senior management support to ensure smooth execution.

Travel & Logistics Coordination

Coordinate domestic and international travel arrangements, including bookings, accommodation, transportation, itineraries, documentation, and last-minute changes, ensuring smooth and timely travel support for executives and employees.

Confidentiality & Executive Discretion

Handle confidential business, employee, financial, and leadership information with discretion, ensuring sensitive documents and communications are shared only with authorized stakeholders.

Must have skills

• Knowledge of ERP systems for inventory and stock management.
• Proficiency in MS Office (Excel, Word, Outlook).
• Good typing and data entry skills.
• Basic knowledge of office administration processes.
• Positive and professional approach.
• 6-8 years of experience in front office, administration, office management and Executive & leadership role.

Good to have skills

• Good Communication skills
• Strong verbal and written communication
• Excellent customer service and interpersonal skills