Front Office Specialist

DSP Design Associates; Hyderabad; On-site; INR 300,000 - 450,000; Full time

Job summary

A consulting firm in Hyderabad is seeking an Administrative Support professional to ensure smooth departmental operations. Responsibilities include managing the reception area, overseeing onboarding processes, and coordinating administrative functions. The ideal candidate exhibits strong communication skills and professionalism, supports the HR team in various activities, and maintains office efficiency through effective stock and record management. This role offers an opportunity to contribute significantly to departmental success.

Qualifications

• Effective communication skills for visitor management and support.
• Ability to manage multiple tasks in a professional environment.
• Experience in coordinating administrative and HR functions.

Responsibilities

• Maintain reception area and ensure visitor comfort.
• Coordinate onboarding and verification for new employees.
• Assist in recruitment coordination and employee engagement activities.
• Manage stocks and oversee office supplies efficiently.
• Maintain HR databases and support compliance tasks.

Skills

Strong written and verbal communication skills

Problem-solving ability

Professional appearance

Conflict resolution

Job description

To support and execute administrative and human resource functions effectively, ensuring smooth departmental operations and uninterrupted overall performance at all times.

DETAILED DUTIES AND RESPONSIBILITIES

Front Desk

• Maintain Reception area, meeting rooms, approach and entrance in spick and span condition and visitor-ready at all times.
• First point of contact for all visitors; ensure welcomed and made comfortable and directed to relevant teams. Maintain visitor records and front office discipline
• Maintenance of attendance records and notify the concerned authorities
• Maintenance of registers including inward-outward, visitors, on-duty, samples etc.
• EPBAX operation and maintenance.

Administration

• Stock management for stationery, housekeeping material, pantry material.
• Coordinate ID card, visiting card, company stationery with vendor and employees
• Ensure all admin & HR routines and procedures as outlined are followed consistently by all
• First level verification of all admin/HR vendor invoices.
• Collection, first level verification & filing of Employee reimbursement claim and supporting documents
• All admin related file management.
• Assist in maintaining Admin & HR MIS as required
• Assisting the IT team in taking a back-up of data/information as needed.
• Coordinate repairs, AMC contracts, and office maintenance.
• Facilitate travel and accommodation booking by coordinating with vendors and employees
• Coordination with Pan-India Admin/Front desk/HR teams for relevant data/activities
• Maintain Office Library and keep inventory and stock of the books and material (with appropriate original library software)
• Providing support to other departments and managers.

HR

• Onboarding: Coordinating for joining formalities, Document verification for new joinees, coordinate departmental introduction & assist the new joiner for smooth start. Maintain employee records, personal files, and HR databases
• Probation: Preparation of probation feedback forms as per the list received from HR, follow up for the probation feedback forms, maintain tracker for submission & collection of the forms
• Assist in coordination & Execution of Employee Engagement activities
• Recruitment: Call shortlisted candidates to check their availability as provided by HR (Junior level positions only), coordinate interviews of candidate with HR and HODs. Assist in database maintenance of good profiles
• Employee Interaction: Call & check the employees on how they are doing, any support required. Provide the internal inputs shared by employees to HR Manager to plan the welfare/solve grievances.
• Assist in all statutory compliance as required by HR and Accounts departments including visiting government offices as and when required
• Assist with Organizational Charts

MISCELLANEOUS

Assist Directors & Project teams in maintaining project trackers and follow-up for payments.

Assist BD team in making RFP and pitch presentations as directed.

Follow-up calls to be made to Client Team on payment status.

• Strong written and verbal communication skills.
• Presentable appearance with a high level of professionalism and strict confidentiality at all times.
• Demonstrates effective problem-solving ability and sound judgment.
• Handles conflicts with maturity, tact, and a solution-oriented approach.