Job Overview:
We are looking for a front office executive you will be the first point of contact for the organization and this role requires multitasking, attention to detail, and the ability to manage front-desk and administrative responsibilities efficiently. You will handle the flow of people through the business and ensure that all receptionist responsibilities are completed accurately and delivered with high quality and in a timely manner.
Key Responsibilities:
Front Desk & Visitor Management
- Greet and welcome visitors warmly and professionally.
- Manage visitor entry, announcements, and direct them to the appropriate department.
- Handle incoming calls, screen inquiries, and route calls efficiently.
- Maintain a positive front office environment reflecting the company's image.
Air Ticketing, Travel & Claims Coordination
- Handle end-to-end air ticket booking (domestic and international) for directors and employees.
- Arrange rail, bus, cab, and hotel bookings as required.
- Coordinate travel-related claims including cancellations, refunds, and rescheduling.
- Interact with airlines, travel agencies, hotels and customer support teams to resolve claims.
- Maintain accurate travel and claim-related documentation.
Visa Processing
- Manage visa applications, documentation, appointments, and follow-ups.
- Coordinate with travel agents, embassies, and employees for smooth processing
Courier & Dispatch Management
- Handle incoming and outgoing couriers and dispatches, track courier shipments and ensure they reach on time
- Follow up with courier partners to resolve delays and confirm deliveries.
Guest & Housekeeping Facility Management
- Be attentive to guest requirements and ensure a comfortable experience.
- Coordinate with the outsourced housekeeping/pantry service for refreshments and guest arrangements.
- Ensure guest-related requests are executed promptly through proper follow-up.
- Monitor pantry supplies and food & beverage arrangements.
- Coordinate daily housekeeping activities and follow up on completion.
- Report and track maintenance or facility-related issues.
- Ensure hygiene, safety, and cleanliness standards are maintained.
Event & Logistics Support
- Coordinate and book porters whenever required for events or office activities.
- Assist with logistics, movement of materials, and event setup support.
Office Supplies & Vendor Coordination
- Monitor stationery and office supplies and ensure adequate stock.
- Coordinate with vendors for purchases and services.
- Maintain purchase records, invoices, and receipts.
Annual Maintenance Contract (AMC) Renewals:
- Manage the renewal process for AMC agreements.
- Liaise with vendors to negotiate terms and ensure timely renewals.
Minimum Requirements:
- Qualification: Any graduate
- Experience: 2-3years relevant experience in front office, travel coordination, and administrative support roles preferred.
- Ability to coordinate with customer support teams, courier partners, housekeeping staff, and vendors.
- Proficient in MS Office and general computer applications.
- Excellent communication, coordination, and follow-up skills.
- Strong organizational and time-management abilities.
- Pleasing personality with a professional attitude and appearance.
