Receptionist

Job Description

Position: Receptionist / Front Desk Executive

Job Purpose

To manage front desk operations and provide administrative support to ensure smooth day-to-day functioning of the Head Office, while maintaining professional communication and coordination with employees, visitors, candidates, vendors, and internal departments.

Key Responsibilities

• Manage Reception / Front Desk operations, including visitor handling and maintaining a professional reception area.
• Handle telephone calls, messages, and general communication and direct them to the concerned departments.
• Manage meeting room bookings, arrangements, and records.
• Handle courier, incoming/outgoing documents, and basic document management.
• Coordinate travel and accommodation arrangements, including air ticket booking.
• Provide day-to-day administrative coordination and support to employees and departments.
• Maintain staff petrol/conveyance tracking sheets and related records.
• Coordinate supplier allocation with the Purchase and Subcontract teams as required.
• Arrange food and refreshments for training sessions and meetings.
• Coordinate training sessions and meeting room arrangements and maintain related records.
• Maintain PDC cheque records and tracking sheets.
• Support and coordinate internal and external audits related to Head Office Administration.
• Maintain updated audit records, registers, documents, and supporting evidence.
• Verify canteen bills, rent bills, maintenance bills, and other administration-related invoices received from project sites.
• Maintain invoice inward records in Zoho Drive / tracking sheets and follow up with the Billing and Accounts Departments regarding payment status.
• Facilitate interview candidate coordination by providing required application forms and informing HR for the further interview process.
• Prepare and coordinate official correspondence and administrative emails as required.
• Provide general administrative and front office support to ensure smooth functioning of the Head Office.
• Maintain a professional and welcoming environment for visitors, candidates, clients, and employees.