Front Office Receptionist

Role & responsibilities

A. Front Desk Management

• Welcome and attend to clients, visitors, candidates, and business associates in a professional manner.
• Manage the reception area and ensure it remains clean, organised, and presentable.
• Guide visitors to the concerned department or person after obtaining the necessary details and approval.
• Maintain visitor registers and records of entry and exit, wherever applicable.

B. Telephone and Communication Management

• Attend incoming calls, transfer calls to the appropriate departments, and take accurate messages.
• Handle general email correspondence and forward emails to the concerned personnel.
• Respond to routine enquiries professionally and ensure timely communication.
• Maintain confidentiality while handling business and employee-related information.

C. Administrative Support

• Maintain records, files, registers, and documents as assigned.
• Coordinate the receipt and dispatch of courier, letters, and other official documents.
• Assist in scheduling meetings, coordinating appointments, and arranging meeting rooms.
• Support HR and administration in routine office activities, including interview coordination and employee communication.
• Monitor office stationery and other front-desk requirements and report shortages to the concerned person.

D. Coordination and Follow-Up

• Coordinate with employees, management, clients, and external visitors to ensure smooth office functioning.
• Inform the concerned employees about scheduled appointments and visitors.
• Ensure that messages, documents, and requests are forwarded to the appropriate person without unnecessary delay.
• Follow up on pending administrative tasks as instructed by the reporting manager.

E. Discipline and Professional Conduct

• Maintain punctuality, professional behaviour, and appropriate office attire.
• Follow company policies, attendance procedures, and administrative instructions.
• Ensure that confidential documents and visitor information are handled responsibly.
• Perform any other reasonable administrative duties assigned by the reporting manager.

Preferred candidate profile

• Education: Graduate in any discipline preferred; minimum qualification as per company policy.
• Experience: 03 years of relevant experience. Freshers with good communication and organisational skills may also apply.
• Good verbal and written communication skills in English and Hindi; knowledge of Gujarati will be an advantage.
• Basic computer proficiency, including MS Word, Excel, email, and data entry.
• Pleasant personality, professional appearance, and a customer-service-oriented attitude.
• Strong organisational skills, attention to detail, and the ability to multitask.
• Ability to communicate politely and professionally with visitors, employees, and management.
• Reliability, punctuality, confidentiality, and a willingness to learn.