Front Desk Receptionist

Job Description: Front Desk Executive

Location: Surat, Gujarat
Department: Administration / Human Resources
Industry: Building Materials / Manufacturing
Reporting To: Admin Manager / HR Manager
Experience: 13 Years

1. Job Summary

We are looking for a professional, well-groomed, and courteous Front Desk Executive to manage reception operations, attend visitors and incoming calls, and provide administrative support. The candidate will be the first point of contact for visitors, customers, vendors, and business associates, ensuring a positive and professional experience.

2. Key Responsibilities

A. Reception & Visitor Management

• Welcome and greet visitors, customers, vendors, and business associates professionally.
• Manage visitor registration and maintain accurate visitor records.
• Inform the concerned employees about visitor arrivals and coordinate appointments.
• Ensure visitors are guided to the appropriate departments or meeting rooms.
• Maintain a clean, organized, and professional reception area.

B. Telephone & Communication Management

• Handle incoming telephone calls and transfer them to the appropriate departments.
• Respond to general enquiries and provide accurate information.
• Take messages and ensure timely communication with concerned employees.
• Manage incoming and outgoing courier, postal mail, and document dispatches.
• Monitor the reception email inbox, where applicable, and forward enquiries to relevant teams.

C. Administrative Support

• Coordinate meeting room bookings and maintain appointment schedules.
• Assist with meeting arrangements and visitor hospitality.
• Maintain records of couriers, visitor logs, office supplies, and other administrative activities.
• Support HR and Administration with documentation, data entry, and routine coordination.
• Assist in organizing meetings, interviews, and official visits.

D. Office Coordination

• Coordinate with housekeeping and administration teams to maintain office cleanliness and presentation.
• Ensure reception equipment, telephone systems, and visitor facilities are maintained.
• Monitor stationery and reception supplies and raise replenishment requests.
• Follow company procedures for visitor access, security, and confidentiality.

E. Customer Service & Professional Conduct

• Maintain a polite, helpful, and service-oriented approach.
• Handle visitor enquiries and concerns professionally.
• Maintain confidentiality of company information and visitor details.
• Represent the organization's professional image through