Front Office Receptionist

Tax Resource Group; Vadodara; On-site; INR 300,000 - 500,000; Full time

Job summary

Tax Resource Group in Vadodara seeks a proactive Front Desk Executive to greet visitors, manage the reception, handle calls and emails, and provide essential administrative support. You will coordinate meetings, assist HR activities, and maintain records with confidentiality in a professional setting.

3 years of relevant experience, good English/Hindi communication, and basic computer skills (MS Word/Excel) are preferred; knowledge of Gujarati is an advantage.

Qualifications

• Graduation is preferred per company policy.
• 3 years of relevant experience required; freshers with good communication and organisational skills may apply.
• Strong verbal and written communication in English and Hindi; Gujarati knowledge is advantageous.

Responsibilities

• Welcome and direct clients, visitors, candidates, and associates in a professional manner.
• Manage reception area, keeping it clean, organized, and presentable.
• Handle calls, transfer to departments, and take accurate messages; manage general email flow.
• Coordinate meetings, appointments, and meeting rooms; support HR activities and employee communications.
• Maintain records, files, and stationery; monitor office supplies and report shortages.

Skills

Front desk etiquette

Communication skills

Customer service

Time management

Education

Graduate in any discipline

Tools

MS Word

MS Excel

Email handling

Job description

Role & responsibilities

A. Front Desk Management

• Welcome and attend to clients, visitors, candidates, and business associates in a professional manner.
• Manage the reception area and ensure it remains clean, organised, and presentable.
• Guide visitors to the concerned department or person after obtaining the necessary details and approval.
• Maintain visitor registers and records of entry and exit, wherever applicable.

B. Telephone and Communication Management

• Attend incoming calls, transfer calls to the appropriate departments, and take accurate messages.
• Handle general email correspondence and forward emails to the concerned personnel.
• Respond to routine enquiries professionally and ensure timely communication.
• Maintain confidentiality while handling business and employee-related information.

C. Administrative Support

• Maintain records, files, registers, and documents as assigned.
• Coordinate the receipt and dispatch of courier, letters, and other official documents.
• Assist in scheduling meetings, coordinating appointments, and arranging meeting rooms.
• Support HR and administration in routine office activities, including interview coordination and employee communication.
• Monitor office stationery and other front-desk requirements and report shortages to the concerned person.

D. Coordination and Follow-Up

• Coordinate with employees, management, clients, and external visitors to ensure smooth office functioning.
• Inform the concerned employees about scheduled appointments and visitors.
• Ensure that messages, documents, and requests are forwarded to the appropriate person without unnecessary delay.
• Follow up on pending administrative tasks as instructed by the reporting manager.

E. Discipline and Professional Conduct

• Maintain punctuality, professional behaviour, and appropriate office attire.
• Follow company policies, attendance procedures, and administrative instructions.
• Ensure that confidential documents and visitor information are handled responsibly.
• Perform any other reasonable administrative duties assigned by the reporting manager.

Preferred candidate profile

• Education: Graduate in any discipline preferred; minimum qualification as per company policy.
• Experience: 03 years of relevant experience. Freshers with good communication and organisational skills may also apply.
• Good verbal and written communication skills in English and Hindi; knowledge of Gujarati will be an advantage.
• Basic computer proficiency, including MS Word, Excel, email, and data entry.
• Pleasant personality, professional appearance, and a customer-service-oriented attitude.
• Strong organisational skills, attention to detail, and the ability to multitask.
• Ability to communicate politely and professionally with visitors, employees, and management.
• Reliability, punctuality, confidentiality, and a willingness to learn.