Front Office Executive

PREAMBLE

As a Front Desk Executive, you will be the first point of contact for our company. Your duties include offering administrative support across the organization, including managing the travel desk. You will handle the flow of people through the business and ensure that all reception and travel-related responsibilities are completed accurately and delivered with high quality and in a timely manner.

KEY ACCOUNTABILITIES: (Key Result Areas – KRA)

1. Reception Management
2. Travel Desk Management
3. Administrative Support

KEY PERFORMANCE INDICATORS – KPI

1. Reception Management:  
   • Track stocks of office supplies and place orders when necessary
   • Assist colleagues whenever necessary
   • Serve visitors by greeting, welcoming, and directing them appropriately.
   • Notify relevant employees when visitors arrive.
   • Keep an eye on security and telecommunications systems.
   • Answer visitors’ questions, calls, and emails, and provide them with the relevant information.
2. Handling Travel Desk:  
   • Manage end to end travel plans pan India efficiently and cost-effectively – airlines, trains, transport, and hotels
   • Manage all employees’ bookings through Make my trip corporate account
   • Negotiate on best rates through vendors every time there is a travel occurrence for Bosses holiday plans
   • Communicate with the person travelling regularly to keep them updated on logistics
   • Manage emergency changes/cancellations in a professional and calm manner
   • Handle all incoming travel requests and the processes that follow after
   • Manage phone calls and correspondence (e-mail, letters, packages etc.)
   • Support budgeting and bookkeeping procedures
3. Administrative Support:  
   • Assist with various administrative tasks, such as data entry, scheduling meetings, and managing office supplies
   • Courier Management
   • Manage and organize documents, including scanning, photocopying, and filing as needed
   • Monitor visitor access and maintain security awareness
   • Provide support to the HR as needed 

REQUIRED KNOWLEDGE, SKILL & ABILITIES

• Excellent verbal and written communication skills.
• Knowledge of latest Travel desk and ability to manage travel arrangements.
• Basic computer knowledge with understanding of technology to guide implementation.
• Professional appearance and attitude.

EDUCATION AND EXPERIENCE

• Any Graduate

REPORTING RELATIONS

• Bottom UP: Manager – Human Resources

PHYSICAL REQUIREMENTS & WORKING CONDITIONS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

• The position requires full time physical presence, attention & devotion at the work station.
• Sitting for long periods of time in front of a computer is common. May result in repetitive strain on the neck and back.
• It is subject to mental stress caused by rapidly changing business environment, diversity in the organization, tight deadlines.
• Strict corrective initiatives must always be met and deadline induced mental stress is frequent.

CONCLUSION

This JOB DESCRIPTION is intended to convey information essential to understanding the scope of the position and it is not intended to be an exhaustive list of skills, efforts, duties, responsibilities or working conditions associated with the position.