Urgent Opening For Receptionist

Role & responsibilities

1. Accountability

• Ensuring all incoming calls are answered within three rings during working hours.
• Ensure correct and conflict-free booking of conference rooms through MS Teams.
• Ensure cleanliness and presentability of the front desk area throughout the day.
• Ensure timely renewal of AMCs and completion of all scheduled AMC services.
• Minimal downtime of office equipment (not exceeding 24 hours).
• Timely submission of vendor bills to the accounts team.
• Continuous availability of stationery, housekeeping, and pantry materials.
• Same-day entry of visitor, courier inward, and DSC details in registers. Same-day courier dispatch with proper tracking and documentation.
• Proper filing and retrieval of PODs, tracking numbers, and service records.

2. Decisions Required

• Prioritizing incoming calls, visitors, and walk-in requests during peak hours.
• Allocation or rescheduling of conference rooms in case of overlapping requests.
• Deciding how to escalate missed calls or urgent messages to staff via SMS or call.
• Initiating service calls for equipment breakdowns and choosing the appropriate vendor.
• Determining urgency of AMC services and coordinating service schedules.
• Deciding dispatch priority for couriers based on urgency and cut-off timelines.
• Raising purchase indents when stock reaches minimum threshold levels.
• Determining follow-up frequency with vendors for pending services or invoices.
• Escalating unresolved issues to the reporting manager when beyond authority.

3. Typical Problem-Solving Scenarios

• Resolving conference room clashes by coordinating alternate rooms or revised timings.
• Addressing sudden cleanliness issues by arranging immediate office boy support.
• Managing equipment breakdowns by arranging same-day service or temporary alternatives.
• Following up on delayed AMC services to prevent service lapses.
• Handling vendor bill discrepancies by reconciling invoices with contracts.
• Managing stock shortages by arranging emergency procurement.
• Ensuring urgent couriers are dispatched even close to cut-off times.
• Correcting missing or incorrect entries in visitor or courier registers on the same day.
• Managing multiple visitors or vendors at the front desk without service delays.
• Escalating recurring or high-impact administrative issues with documented details.

How to Achieve

• Calls should be answered within three rings during working hours
  Remain at front desk, use internal directory for call transfers, note down messages when calls cannot be connected and give it to concern person on SMS if he/she will be taking time to return to his desk.
• No conference room booking conflicts
  All conference room are to book on MsTeams using Hibiscus/Daffodils IDs. Ensure that you receive an acceptance on mail stating the request in accepted.
• Front desk area should be clean and presentable
  Conduct cleanliness checks twice daily and coordinate for immediate rectification with office boys.
• Zero missed AMC expiries and services to be done
  Maintain an AMC tracker and service card and set calendar renewal reminders 30 and 15 days prior to expiry.
• Office equipment downtime not exceeding 24 hours
  Raise service calls on the same day of complaint and follow up until closure.
• Vendor bills submitted to accounts within two working days
  Verify invoices against contracts and submit with necessary approvals.
• No stationery, housekeeping material or pantry stock-outs
  Check stock levels twice a week and raise indents at minimum threshold.
• 100% visitor, courier inward, DSC entries recorded on the same day
  Enter visitor details (name, purpose, time-in/time-out, person to meet) in the register immediately upon arrival and exit.
• Courier dispatches completed on the same working day and update on tracking details
  Prepare documents, log details, and hand over to courier before cut-off time. File PODs and tracking numbers systematically.

Best regards,

Ekta Patel

HR Executive

B K KHARE & Co

CHARTERED ACCOUNTANTS

M: [phone removed]

T: [phone removed]

707 Sharda Chambers | New Marines Lines |Mumbai 400 020 | India

| www.bkkhareco.com

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