Sr. Executive - Front Office & Administration

Brigade Group; Bengaluru; On-site; INR 350,000 - 450,000; Full time

Job summary

Brigade Group is seeking a proactive Front Office and Administration professional in Bengaluru. The role oversees reception, visitor management, onboarding, travel arrangements, vendor coordination, and IT/system coordination to keep daily office operations smooth and efficient.

You will coordinate meeting spaces, manage admin helpdesk tasks, and support events and employee engagement initiatives under HR & Administration guidance.

Responsibilities

• Manage reception operations, attend incoming calls, and direct them to the concerned employees.
• Welcome visitors, guests, auditors, and vendors and coordinate meeting arrangements.
• Ensure reception, meeting rooms, training rooms, and common areas are clean, organized, and ready for use.
• Maintain visitor records, courier documentation, lunch coupons, and other front-office records.
• Coordinate employee onboarding requirements, including ID cards, access cards, name boards, and office supplies.
• Coordinate housekeeping, pantry staff, office assistants, and other support staff for smooth day-to-day operations.
• Maintain adequate stock of pantry supplies, drinking water, newspapers, first-aid items, stationery, printing materials, and other office consumables.
• Manage procurement activities and coordinate with vendors for administrative requirements.
• Verify vendor invoices, maintain records, and coordinate invoice processing with the Admin & Accounts team.
• Handle Admin Helpdesk tickets through Darwinbox and ensure timely resolution through coordination with internal support teams.
• Handle domestic and international travel bookings, including flights, hotels, and cab arrangements.
• Manage visa processing, forex, and travel insurance requirements.
• Coordinate group travel arrangements efficiently.
• Process and validate travel bills, reimbursements, and related expenses.
• Monitor the movement and utilization of office vehicles.
• Assign trips and ensure proper scheduling and availability of vehicles.
• Manage employee access (Women Employees only) on the Corporate Uber platform.
• Update the system for new joiners and exited employees.
• Track usage and process monthly billing with necessary approvals.
• Onboard and manage travel, transport, and other administrative vendors.
• Ensure vendor quality, compliance, service delivery, and cost-effectiveness.
• Handle Admin Helpdesk tickets within defined timelines and service levels.
• Coordinate with IT for travel and front-office systems, applications, and related updates.
• Support and coordinate corporate events, employee engagement activities, festivals, town halls, and office events.

Job description

Key Responsibilities

Front Office & Reception Management

• Manage reception operations, attend incoming calls, and direct them to the concerned employees.
• Welcome visitors, guests, auditors, and vendors and coordinate meeting arrangements.
• Ensure reception, meeting rooms, training rooms, and common areas are clean, organized, and ready for use.
• Maintain visitor records, courier documentation, lunch coupons, and other front-office records.
• Coordinate employee onboarding requirements, including ID cards, access cards, name boards, and office supplies.

Administration & Facility Coordination

• Coordinate housekeeping, pantry staff, office assistants, and other support staff for smooth day-to-day operations.
• Maintain adequate stock of pantry supplies, drinking water, newspapers, first-aid items, stationery, printing materials, and other office consumables.
• Manage procurement activities and coordinate with vendors for administrative requirements.
• Verify vendor invoices, maintain records, and coordinate invoice processing with the Admin & Accounts team.
• Handle Admin Helpdesk tickets through Darwinbox and ensure timely resolution through coordination with internal support teams.

Travel Management

• Handle domestic and international travel bookings, including flights, hotels, and cab arrangements.
• Manage visa processing, forex, and travel insurance requirements.
• Coordinate group travel arrangements efficiently.
• Process and validate travel bills, reimbursements, and related expenses.

Transport & Vehicle Coordination

• Monitor the movement and utilization of office vehicles.
• Assign trips and ensure proper scheduling and availability of vehicles.

Corporate Uber Management

• Manage employee access (Women Employees only) on the Corporate Uber platform.
• Update the system for new joiners and exited employees.
• Track usage and process monthly billing with necessary approvals.

Vendor Management

• Onboard and manage travel, transport, and other administrative vendors.
• Ensure vendor quality, compliance, service delivery, and cost-effectiveness.

Administration Systems Coordination

• Handle Admin Helpdesk tickets within defined timelines and service levels.
• Coordinate with IT for travel and front-office systems, applications, and related updates.

Event Coordination

• Support and coordinate corporate events, employee engagement activities, festivals, town halls, and office events.
• Provide administrative support and undertake additional responsibilities assigned by the HR & Administration team from time to tim e.