Job Summary
The Receptionist serves as the first point of contact for visitors, clients, contractors, vendors, and employees at Mountain Infra Building OPC Pvt. Ltd. The role is responsible for managing the front office, handling telephone calls, maintaining visitor records, coordinating meetings, managing correspondence, and providing administrative support to ensure smooth day-to-day office operations.
Key Responsibilities
1. Front Office Management
- Welcome and assist visitors, clients, vendors, and contractors professionally.
- Maintain the reception area in a clean and organized manner.
- Ensure visitors follow company security and entry procedures.
- Register visitor details and issue visitor passes where applicable.
2. Telephone & Communication
- Answer, screen, and forward incoming calls promptly.
- Take and relay messages accurately.
- Respond to general inquiries via phone, email, and in person.
- Maintain the company's communication records.
3. Administrative Support
- Assist in preparing letters, reports, and office documents.
- Manage incoming and outgoing mail, courier services, and deliveries.
- Maintain office files and records.
- Support departments with clerical and administrative tasks.
4. Meeting & Appointment Coordination
- Schedule appointments and meetings for management.
- Arrange meeting rooms and ensure required facilities are available.
- Coordinate with internal departments regarding meeting schedules.
- Maintain the management calendar.
5. Visitor & Contractor Coordination
- Coordinate with site engineers, contractors, suppliers, and clients regarding appointments.
- Guide visitors to the appropriate departments.
- Inform concerned employees about visitor arrivals.
6. Office Administration
- Monitor office supplies and stationery inventory.
- Raise purchase requests for office supplies when required.
- Coordinate housekeeping and maintenance services.
- Ensure smooth functioning of office facilities.
7. Record Keeping
- Maintain visitor registers.
- Keep records of courier dispatches and receipts.
- Maintain contact directories and employee information.
- Organize company documents and correspondence.
8. Customer Service
- Provide professional assistance to clients and business associates.
- Address customer inquiries politely and efficiently.
- Direct complaints or issues to the appropriate department.
9. Health, Safety & Security
- Ensure compliance with office security procedures.
- Assist during emergency situations by following company protocols.
- Maintain confidentiality of company information and visitor details.
Required Qualifications
- Bachelor's Degree in any discipline (preferred).
- Diploma or certification in Office Administration or Front Office Management is an added advantage.
- 1–3 years of experience as a Receptionist, Front Desk Executive, or Administrative Assistant (experience in a construction company is preferred).
Required Skills
- Excellent verbal and written communication skills.
- Pleasant personality and professional appearance.
- Strong customer service and interpersonal skills.
- Good organizational and multitasking abilities.
- Proficiency in Microsoft Office (Word, Excel, Outlook).
- Basic knowledge of office equipment (printer, scanner, telephone systems).
- Ability to maintain confidentiality.
- Time management and problem-solving skills.
Key Responsibilities Specific to a Construction Company
- Coordinate with project managers, site engineers, contractors, suppliers, and clients.
- Maintain records of contractor and vendor visits.
- Handle inquiries related to project offices and construction sites.
- Schedule meetings with clients, architects, consultants, and government officials.
- Coordinate courier dispatches of project documents, drawings, agreements, and contracts.
- Assist in maintaining attendance records for office staff when required.
- Support the administration team in coordinating site-related documentation.
Key Performance Indicators (KPIs)
- Professional handling of visitors and telephone calls.
- Timely coordination of meetings and appointments.
- Accuracy of visitor and communication records.
- Efficient management of office correspondence.
- Availability of office supplies and smooth front office operations.
- Customer satisfaction and professional communication.
- Compliance with office administration procedures.
Working Relationships
Internal:
- Director
- Administration Manager
- HR Department
- Finance & Accounts
- Project Managers
- Site Engineers
- Procurement Team
External:
- Clients
- Contractors
- Vendors
- Suppliers
- Architects
- Consultants
- Government Officials
- Courier and Delivery Agencies
Pay: ₹8,889.78 - ₹23,374.80 per month
Work Location: In person
