Front Office Executive

Job Summary:

The Front Office Executive is responsible for managing the reception area, handling calls, attending to guests, and coordinating with internal departments to ensure smooth office operations. The role requires excellent communication skills, professionalism, and the ability to manage multiple tasks efficiently.

Role & responsibilities

1. Front Desk & Visitor Management

• Greet all visitors and guests with professionalism and warmth.
• Maintain a clean, neat, and welcoming front office and waiting area.
• Coordinate with housekeeping to ensure proper hospitality for guests.
• Ensure no unauthorized person enters the office premises.
• Manage walkin enquiries and guide them appropriately.
• Handle magazine arrangement and upkeep of waiting area materials.

2. Telephone & Communication Handling

• Manage and operate the office telephone system efficiently.
• Handle building phone lines and security phone when required.
• Promptly transfer calls to concerned officers and staff.
• Attend and redirect general enquiries.

3. Coordination & Administrative Support

• Coordinate with internal office staff for courier dispatch, billing, and invoice redirection.
• Manage meeting room bookings, scheduling, and allocation.
• Familiarize management and key personnel for smooth coordination.
• Support in building-to-office communication for fire alarms, safety protocols, and admin-related alerts.

4. Safety & Emergency Response

• Assist in differentiating and responding to building and office fire alarms.
• Handle emergency situations calmly and efficiently.
• Manage first-aid box, basic medicines, and seafarers application forms when required.

5. General Office Assistance

• Oversee front office maintenance and ensure cleanliness at all times.
• Coordinate with housekeeping for serving guests during meetings or visits.
• Support administrative tasks assigned by management or HR/ Admin team.

Skills & Qualifications

• Excellent communication and interpersonal skills.
• Ability to handle multiple tasks with professionalism.
• Basic computer knowledge (MS Office, Email, Phone systems).
• Pleasant and confident personality.
• Prior experience in front office or admin roles preferred.

Preferred candidate profile

• Any Degree
• 0 - 1 years of experience.
• Languages known: English and Hindi (Optional).