Assistant Front Office Manager

Job Description

Senior Executive / Assistant Manager Front Office & Administration

Department: Front Office & Administration

Location: Corporate Office, Kauvery Hospital, MRC Nagar, Raja Annamalai Puram, Chennai

Experience: 5–10 Years

Qualification: Any bachelor’s degree (MBA/PG Diploma in Administration/Hospital Management preferred)

About Kauvery Hospital

Kauvery Hospital is one of South India's leading multi-specialty healthcare providers, committed to delivering world-class patient care through clinical excellence, innovation, and compassionate service. We are looking for a dynamic and highly professional Senior Executive / Assistant Manager – Front Office & Administration to oversee corporate front office operations and administrative functions while ensuring an exceptional visitor and employee experience.

Position Summary

The Senior Executive / Assistant Manager – Front Office & Administration will be responsible for managing the Corporate Office reception, ensuring seamless administrative operations, coordinating with internal departments and external stakeholders, and maintaining a professional, welcoming, and efficient office environment. The role demands excellent communication skills, high standards of personal presentation, strong organizational abilities, and a customer-centric mindset.

Key Responsibilities

Front Office Management

• Manage the Corporate Office reception and ensure professional visitor experience.
• Welcome and assist senior management, visitors, consultants, vendors, and business partners.
• Handle incoming calls, emails, couriers, and visitor registrations efficiently.
• Maintain visitor records and ensure adherence to security and access protocols.
• Ensure reception and common areas are maintained to the highest standards.

Administration

• Coordinate day-to-day administrative operations of the Corporate Office.
• Manage office facilities, housekeeping, pantry, security, and maintenance vendors.
• Coordinate meeting room bookings and ensure meeting facilities are fully operational.
• Monitor office assets, stationery, consumables, and inventory.
• Liaise with vendors for procurement and service-related activities.
• Ensure timely processing of administrative requests and support functions.

Stakeholder Coordination

• Coordinate with various departments to ensure smooth administrative support.
• Assist senior leadership with office logistics and administrative requirements.
• Support corporate events, leadership meetings, conferences, and VIP visits.
• Coordinate travel arrangements, accommodation, and logistics whenever required.

Compliance & Documentation

• Maintain administrative records, vendor documentation, and service agreements.
• Ensure compliance with organizational policies and statutory requirements related to administration.
• Prepare administrative MIS reports and monthly dashboards.
• Monitor vendor performance and service-level compliance.

Process Improvement

• Identify opportunities to improve administrative efficiency and workplace experience.
• Standardize front office and administration processes through SOPs.
• Drive cost optimization initiatives without compromising service quality.
• Support automation and digitization initiatives for administrative processes.

Key Performance Indicators (KPIs)

• Corporate Office visitor satisfaction.
• Front office service quality and responsiveness.
• Administrative request closure within SLA.
• Vendor performance and compliance.
• Office maintenance and facility uptime.
• Budget adherence and cost optimization.
• Timely MIS and administrative reporting.
• Event and meeting coordination effectiveness.

Required Skills & Competencies

Technical Skills

• Front Office Management
• Office Administration
• Facility Management
• Vendor Management
• Inventory & Asset Management
• Travel & Event Coordination
• Documentation & MIS Reporting
• MS Office (Excel, Word, PowerPoint, Outlook)

Behavioural Competencies

• Excellent verbal and written communication.
• Professional appearance and presentable personality.
• Strong interpersonal and relationship management skills.
• Customer service orientation.
• Exceptional organisational and multitasking abilities.
• High level of ownership and accountability.
• Ability to work under pressure and manage multiple priorities.
• Strong problem-solving and decision-making skills.
• Attention to detail and confidentiality.

Candidate Profile

• Bachelor's Degree in any discipline.
• MBA or Postgraduate qualification in Administration/Hospital Management is preferred.
• 5–10 years of experience in Front Office, Administration, Corporate Services, Hospitality, Healthcare, or similar environments.
• Experience in managing corporate front office operations is highly preferred.
• Excellent communication skills in English and Tamil; knowledge of Hindi is an added advantage.
• Strong executive presence with a professional and well-groomed personality.
• Ability to interact confidently with senior leadership, consultants, VIPs, and external stakeholders.