Receptionist And Human Resource Administration

Job Description - Receptionist, Admin & HR

Job Title: Receptionist, Admin & HR Executive
Department: Administration & Human Resources
Employment Type: Full-time - on site
Location: Ahmedabad (Shyamal)
Experience: 2 - 7 years

Job Summary

We are looking for a professional, organized, and people-oriented Receptionist, Admin & HR Executive to manage front-office operations, administrative activities, and basic HR functions. The ideal candidate should have excellent communication skills, a pleasant personality, strong organizational abilities, and the ability to handle confidential information professionally.

1. Reception & Client Coordination

• Manage the reception desk and greet clients, visitors, candidates, and other stakeholders professionally.
• Handle incoming calls, emails, messages, and correspondence and direct them to the appropriate Partner or team member.
• Coordinate client visits, appointments, meetings, and conference-room schedules.
• Maintain visitor records and ensure appropriate visitor access.
• Handle incoming and outgoing courier, post, and documents.
• Coordinate the movement and distribution of client-related documents within the office.
• Maintain a professional, clean, and welcoming reception area.
• Provide basic information about the firm and direct client queries to the appropriate team.
• Maintain a high level of client service and professional etiquette at all times.

2. Office Administration

• Manage day-to-day administrative activities of the office.
• Maintain office records, registers, files, documentation, and administrative databases.
• Coordinate stationery, office supplies, printing, courier, housekeeping, security, and other office requirements.
• Monitor office inventory and ensure timely replenishment of essential supplies.
• Coordinate with vendors, service providers, building management, and maintenance agencies.
• Assist in organizing internal meetings, training sessions, seminars, client meetings, and office events.
• Coordinate travel, accommodation, and other administrative arrangements for Partners and employees when required.
• Maintain office-related bills, invoices, and supporting documents and coordinate with the accounts team for processing.
• Ensure smooth functioning of office facilities and promptly escalate maintenance or operational issues.
• Assist Partners and senior management with administrative requirements.

3. HR Coordination & Employee Support

• Assist with end-to-end recruitment coordination, including job postings, candidate sourcing, screening, interview scheduling, and follow-ups.
• Coordinate interviews with Partners and department heads.
• Handle candidate communication and joining formalities.
• Prepare and maintain employee personnel files and HR documentation.
• Coordinate onboarding and induction of new employees.
• Maintain employee attendance, leave, and other HR records.
• Collect and coordinate payroll-related inputs such as attendance, leave, new joiners, exits, and employee changes.
• Prepare HR letters, employment-related documents, internal notices, and other HR correspondence.
• Assist in employee engagement activities, celebrations, training programs, and internal events.
• Respond to routine employee queries and coordinate with management/HR for resolution.
• Assist in maintaining HR policies, procedures, and employee records.
• Support employee exit formalities and maintain appropriate documentation.
• Ensure confidentiality of employee, client, and firm-related information.

4. Compliance & Confidentiality

• Maintain strict confidentiality of client information, employee records, financial information, and internal firm matters.
• Ensure proper filing and safe custody of sensitive documents.
• Follow the firm's internal policies, procedures, and professional standards.
• Ensure that confidential documents are not shared with unauthorized persons.
• Maintain appropriate records required for internal administration and HR purposes.

Required Qualifications

• Graduate in B.Com, BBA, BA, BMS, HR, Business Administration, or a related discipline.
• 2 years of relevant experience in Reception, Administration, HR, or a combination of these functions.
• Experience in a CA firm, professional services firm, consultancy, law firm, or similar corporate environment will be preferred.
• Good working knowledge of MS Office, particularly Excel, Word, and Outlook/email.
• Strong written and verbal communication skills.
• Good English communication and professional telephone etiquette.
• Ability to handle confidential information with maturity and discretion.

Key Skills & Competencies

• Professional communication and client-handling skills
• Strong organizational and coordination abilities
• Front-office and visitor management
• HR administration and recruitment coordination
• Documentation and record management
• Good command of MS Office
• Multitasking and prioritization
• Attention to detail
• Problem-solving ability
• Professional appearance and conduct
• Teamwork and interpersonal skills
• Confidentiality and integrity
• Ability to work under pressure and meet deadlines

Preferred Candidate

The ideal candidate will be well-groomed, approachable, proactive, responsible, and comfortable handling multiple responsibilities across Reception, Administration, and HR functions.

Female candidates are preferred.

company details : www.bhutashah.com

If you are interested then email your updated resume on [email removed] OR What's app on [phone removed]

Regards,

Pooja Vora