Front Office & Facility Executive

Cheenta Academy Pvt. Ltd. 22 Lake Place, Kolkata 700029

Reporting to: Senior Admin

Location: Office (Kolkata, full-time, day shift)

Compensation: 25,000/month, in-hand;

Probation: Six months

Notice period (post-confirmation): 30 days, mutual

I. About Cheenta

Cheenta Academy is an Olympiad and research-oriented mathematics and science institution, serving approximately 1,000 students globally. The Cheenta office at 22 Lake Place, Kolkata is the operational centre of the institution. On any given day, the office hosts faculty, administrative staff, developers, prospective students and parents on walk-in visits, and vendors.

The Front Office & Facility Executive is the first point of contact at the office and the named owner of the physical workspace.

II. Role Summary

The Front Office & Facility Executive holds two operational responsibilities. As the front office, the role manages all inbound contact at the office — phone calls, walk-in visitors, and reception of vendors, deliveries, and faculty. As facility lead, the role owns the physical condition of the office: furniture, electricals, air conditioning, pantry consumables, vendor management, and routine maintenance.

III. Responsibilities
A. Front Office and Reception

i. Answer all incoming office phone calls within three rings during business hours and route calls accurately to the relevant person or team.

ii. Greet all walk-in visitors — students, parents, vendors, faculty, applicants — within sixty seconds of arrival and direct them to the appropriate person or waiting area.

iii. Maintain a daily visitor log with name, purpose, time-in, time-out, and the staff member visited.

iv. Manage the office reception desk during business hours; ensure the desk is staffed continuously or that handover is arranged before any break.

v. Maintain the cleanliness and order of the reception area.

B. Facility Management

i. Maintain a facility ticket log — chairs, desks, electrical faults, plumbing issues, air-conditioning, lighting, internet — with a target resolution time of 48 hours for routine items.

ii. Conduct a daily round of the office at the start of the day; record and act on any visible facility issues.

iii. Manage vendor relationships for facility maintenance — electrician, plumber, AC service, carpenter, internet provider, water supply. Track Annual Maintenance Contracts and renewal dates.

iv. Maintain inventory of office consumables — drinking water, pantry supplies, stationery, printer cartridges, cleaning supplies, cooking gas — and ensure timely replenishment.

v. Coordinate with the cleaning staff on daily cleaning routines and ad-hoc tasks.

C. Operational Support

i. Receive and log incoming deliveries, including book post, vendor deliveries, and official documents.

ii. Manage outbound courier and post in coordination with the administrative team.

iii. Maintain a key register for office spaces, storage rooms, and equipment cabinets.

iv. Support the administrative team with light operational tasks as required, within the scope of front-office and facility responsibilities.

IV. Required Qualifications

i. A graduate degree is preferred.

ii. Minimum three years of experience in a front-office, reception, hospitality, clinic administration, or hotel front-desk role.

iii. Spoken fluency in Bengali, Hindi, and English. Written competence in English sufficient for visitor logs, vendor correspondence, and routine email.

iv. Comfort with basic spreadsheet work and digital ticket logs.

v. A service orientation — patience with walk-in visitors, courteous handling of phone calls, and ownership of the physical workspace.

V. Preferred Qualifications

i. Prior experience in an educational institution, clinic, hotel, or any setting with high walk-in volume.

ii. Experience managing vendor relationships and routine facility maintenance.

iii. Familiarity with standard office tools — Google Workspace, basic ticket trackers, WhatsApp Business.

VI. Working Conditions

i. Full-time, office-based at 22 Lake Place, Kolkata 700029.

ii. Standard day shift, six days a week, with hours aligned to office business hours.

iii. Six-month probation with a structured review at month three and month six.

iv. Equipment and reference material provided by the organisation.

VII. Scope and Limits of the Role

i. The Executive is responsible for receiving and routing visitors and inbound queries.

ii. The Executive holds operational authority over routine facility maintenance and consumable purchases up to a defined limit set by the Senior Admin. Larger expenses, vendor changes, and capital purchases require approval from the Senior Admin or the Director.

iii. The role is the named single point of accountability for the physical office. It is not my job is not a valid response within the scope of facility and front office.

VIII. How to Apply

Send the following to [Confidential Information]:

i. A current CV.

ii. A brief note (200 words or fewer) describing one situation from a previous role where you had to manage a difficult visitor, a facility emergency, or an unhappy vendor — and what you did.

iii. Two references from previous employers, available on request.

Shortlisted candidates will be invited for a short in-person assessment at the office, followed by an interview with the Senior Admin and the Director.

Walk-in applications welcome, by prior appointment.