Front Office Executive

Job Description – Executive, Front Office

Department: AIPM

Location: Delhi

Reporting To: DGM

Role Overview

The Executive – Front Office & Administration is responsible for managing front desk operations, delivering a professional and welcoming guest experience, and supporting day-to-day administrative and facility coordination to ensure smooth office functioning. The role requires strong communication, multitasking ability, attention to detail, and a service-oriented approach.

Key Responsibilities

1. Front Office & Guest Relations

• Manage incoming calls and screen and route them to the relevant departments in a professional manner.
• Greet visitors and guests warmly and ensure a positive first impression.
• Guide visitors effectively and provide accurate information about the organization and its services.
• Handle visitor queries, feedback, and complaints courteously, escalating issues when required.
• Support a high standard of client and guest experience.

2. Administrative & Operational Support

• Maintain records, documents, and files in an organized and systematic manner.
• Monitor stationery and office supplies and coordinate timely procurement and replenishment.
• Support day-to-day administrative activities, including guest relations and office coordination.
• Assist with administrative operations such as infrastructure support and procurement.

3. Coordination & Facility Management

• Coordinate with building management for visitor access, guest entries, parking, and upkeep of common areas.
• Manage meeting room bookings, seating arrangements, and internal space coordination.
• Liaise with internal stakeholders to ensure smooth day-to-day operations.
• Ensure timely communication of telephone messages and visitor-related information.

4. Compliance & Service Standards

• Adhere to company policies, safety procedures, and operational guidelines.
• Identify and report safety or compliance concerns in a timely manner.
• Maintain high standards of professionalism, grooming, and service delivery.
• Ensure the front office area is maintained in a clean, organized, and presentable manner.

Qualifications & Experience

• Education: Bachelor's degree, hospitality diploma, or relevant qualification.
• Experience: 4+ years of experience in front office, customer service, reception, or administrative roles.

Skills & Competencies

• Strong verbal and written communication skills; English proficiency is mandatory.
• Excellent interpersonal and customer service skills.
• Ability to multitask and work effectively in a fast-paced environment.
• Professional appearance and high grooming standards.
• Strong problem-solving ability with a calm and composed approach.
• Detail-oriented, reliable, and accountable.
• Proficiency in MS Office and office management systems.
• Strong coordination and stakeholder management skills.

We are an equal opportunity employer and value diversity. We do not discriminate based on gender, race, age, sexual orientation, and religious identities or any other applicable characteristics protected by law. We seek individuals who uphold the highest standards of integrity, demonstrate professionalism in every interaction, treat others with respect, and consistently align personal ambition with the collective goals of the firm.

The incumbent is required to comply with the Firm's Information Security policies and procedures, including safeguarding confidential information, adhering to secure data handling practices, and promptly reporting information security incidents.