Executive– Front Desk | Mumbai

PREAMBLE

The Front Office Executive oversees all front office operations and provides administrative support to ensure the office runs smoothly and efficiently. This role demands exceptional communication, organizational, and customer service skills to deliver a positive and professional first impression for visitors, clients, and employees.

Reception Management

• Welcome and assist visitors by greeting and directing them appropriately.
• Notify relevant employees of visitor arrivals promptly.
• Oversee security and telecommunications systems to maintain a secure environment.
• Address visitor inquiries, calls, and emails, providing accurate information and support.
• Handle courier and postal services, including tracking and distribution.
• Manage vendor billing processes, ensuring invoices are timely and accurate
• Provide assistance to colleagues as required.

Handling Travel Desk –

• Efficiently manage end-to-end travel arrangements across India, including flights, trains, transportation, and hotel accommodations, while ensuring cost-effectiveness.
• Manage and monitor all employee bookings through vendor.
• Ensuring the travel tickets are being shared with the travellers
• Maintain regular communication with travelers to provide updates on logistics.
• Handle emergency changes or cancellations calmly and professionally.
• Manage all incoming travel requests and oversee the subsequent processes.
• Handle phone calls and correspondence (emails, letters, packages, etc.).
• Ensuring updation of travel MIS (as per prescribed format) on daily basis.
• Submit all travel invoices (Airline invoice, GST invoice, MMT invoice) to the finance team promptly.

HR & Admin support

• Managing day-to-day office administration activities
• Maintaining office supplies, stationery, and inventory records
• Ensuring proper upkeep of office facilities and equipment
• Handling courier, mail management, and documentation
• Assisting HR team with joining formalities and documentation, and other HR related work as and required.
• Helping with planning, organizing, and coordinating employee engagement events
• Monitor office supply inventory and place orders as needed to ensure availability.
• Supporting management in administrative tasks as required
• Preparing basic reports, MIS, and maintaining data records

EDUCATION AND EXPERIENCE

• Bachelor’s in Arts, Bachelor’s in Commerce
• 3-5 years of experience