Receptionist cum personal secretary

Role & responsibilities

JOB PROFILE: RECEPTIONIST CUM PERSONAL SECRETARY
Company: AVP Architects
Reporting to: Principal Architect / Director

Role Overview

We are looking for a dynamic, bold, confident and presentable professional to manage reception, assist the Principal Architect and coordinate daily office administration. The candidate should be proactive, well-organised and comfortable interacting with clients, consultants and team members.

Key Responsibilities

1. Reception and Client Handling

• Welcome clients, consultants, vendors and visitors professionally.
• Handle calls, emails and enquiries, directing them to the concerned person.
• Maintain visitor records, contact databases and courier registers.
• Keep reception and meeting areas organised and presentable.

2. Personal Secretarial Support

• Manage the Principal Architects calendar, appointments, meetings and reminders.
• Coordinate site visits, travel arrangements and client appointments.
• Draft emails, letters and routine correspondence as instructed.
• Prepare meeting agendas, record minutes and follow up on assigned actions.
• Handle confidential information and documents with discretion.

3. Team and Project Coordination

• Coordinate communication between the Principal Architect, project architects, clients and consultants.
• Track meetings, commitments, deadlines and pending follow-ups.
• Collect Daily Activity Reports (DARs) and report missing submissions to management.
• Organise project correspondence and circulate documents to the appropriate team members.

4. Office Administration

• Maintain attendance and leave records; prepare salary calculations for management approval.
• Monitor stationery, printing supplies and office requirements.
• Coordinate housekeeping, equipment servicing and routine maintenance.
• Ensure the conference room, presentation equipment and meeting materials are ready before appointments.
• Maintain organised digital and physical records.

5. Presentation, Marketing and Branding Support

• Assist in preparing and formatting presentations, company profiles and proposals.
• Coordinate approved website, social media and branding updates with the concerned team or agency.
• Maintain client enquiry records and follow up as instructed.

Required Qualifications and Skills

• Graduate in any discipline; relevant reception, secretarial or administrative experience preferred.
• Dynamic, bold and confident personality, with a presentable appearance and professional demeanour.
• Proactive and assertive communication skills, balanced with courtesy and tact.
• Well-groomed and capable of representing AVP Architects professionally.
• Good communication skills in English, Hindi and Marathi.
• Working knowledge of MS Word, Excel, PowerPoint, email and calendar tools.
• Strong organisational skills, telephone etiquette and attention to detail.
• Ability to prioritise tasks, take initiative, follow up consistently and maintain confidentiality.
• Experience in an architectural, interior design or construction office will be an advantage.

Performance Expectations

Punctuality, professional client handling, accurate scheduling and records, timely follow-ups, meeting readiness and consistent daily reporting.