Hi All,
Now we are looking for Front Office & Guest Relations Executive.
Location: Poonamalee
Experience: 2–4 Years
Key Responsibilities
1. Front Desk & Reception Management
- Manage the reception/front office area and ensure it is maintained to a professional standard at all times.
- Welcome and receive guests, visitors, clients and business associates courteously.
- Understand the purpose of each visit and coordinate with the concerned employee/department.
- Ensure guests are comfortably seated and appropriately attended to.
- Manage visitor entries, appointments and meeting schedules.
- Maintain a professional and welcoming atmosphere at the reception.
2. Guest Relations & Hospitality
- Provide a high-quality hospitality experience to all guests and visitors.
- Coordinate refreshments, beverages and other guest requirements.
- Ensure meeting rooms are prepared before the arrival of guests.
- Coordinate seating arrangements and other hospitality requirements for important meetings.
- Anticipate guest requirements and ensure prompt assistance.
- Handle guest queries professionally and direct them to the appropriate person/department.
- Ensure VIP and senior management guests receive appropriate attention and hospitality.
3. Executive & Management Support
- Assist in coordinating visits and meetings involving the Chairman, MD, senior management and key stakeholders.
- Maintain schedules for executive meetings and coordinate with relevant departments.
- Ensure meeting rooms, refreshments, presentation requirements and other arrangements are completed in advance.
- Coordinate with internal teams to ensure smooth movement and reception of important visitors.
- Maintain discretion and confidentiality while handling executive-level interactions.
4. Telephone & Communication Management
- Handle incoming calls professionally and route them to the appropriate person.
- Take accurate messages and ensure timely communication.
- Maintain professional telephone etiquette at all times.
- Handle general enquiries and provide appropriate information within authorised limits.
- Coordinate external calls and communication with relevant departments.
5. Visitor & Appointment Management
- Maintain accurate visitor records and appointment schedules.
- Coordinate with Security regarding visitor access and entry.
- Confirm appointments with internal stakeholders before allowing visitors to proceed.
- Monitor visitor movement and ensure adherence to office protocols.
- Maintain confidentiality of visitor and meeting-related information.
6. Coordination with Admin & Facility Teams
- Coordinate closely with Administration, Housekeeping, Security, Maintenance and other support teams.
- Ensure reception, guest waiting areas and meeting rooms are clean, organised and ready for use.
- Report maintenance or facility-related issues promptly.
- Coordinate housekeeping and pantry requirements for meetings and visitors.
- Monitor availability of basic hospitality supplies and inform Admin when replenishment is required.
7. Meeting & Conference Support
- Coordinate meeting room bookings and schedules.
- Ensure meeting rooms are arranged before scheduled meetings.
- Coordinate requirements such as water, beverages, stationery and other meeting essentials.
- Assist in managing multiple meetings and visitors during busy periods.
- Ensure meeting rooms are restored and ready for the next meeting after completion.
8. Front Office Administration
- Maintain visitor registers, appointment records and relevant front office documentation.
- Maintain records of courier/document receipt and dispatch, where applicable.
- Coordinate incoming and outgoing couriers with the relevant departments.
- Maintain inventory of front office stationery and hospitality supplies.
- Support general administrative activities assigned by the HR/Admin team.
9. Professional Standards & Presentation
- Maintain a high standard of professional grooming, appearance and etiquette.
- Ensure the reception area consistently reflects the organisation's professional image.
- Demonstrate courteous and respectful behaviour towards all visitors and employees.
- Maintain a calm and composed approach, particularly during high-traffic periods or demanding situations.
- Represent the organisation positively through professional conduct and communication.
10. Confidentiality & Compliance
- Maintain confidentiality of information relating to management, employees, visitors, meetings and business activities.
- Follow company protocols relating to visitor access, security and information confidentiality.
- Ensure no unauthorised information is disclosed to visitors or external parties.
- Maintain professional discretion while handling sensitive situations.
Candidate Profile
- 2–4 years of relevant experience in Front Office, Guest Relations, Hospitality, Executive Reception or Corporate Front Office.
- Candidates from premium hotels, luxury hospitality, high-end corporate offices, real estate or similar service-oriented environments will be preferred.
- Excellent spoken and written communication skills.
- Strong professional grooming and interpersonal skills.
- Pleasant, confident and service-oriented personality.
- Comfortable interacting with senior management, HNI clients, consultants, business partners and external stakeholders.
- Strong coordination and organisational skills.
- Good working knowledge of MS Office.
- Ability to multitask and manage multiple visitors/requirements efficiently.
- High level of professionalism, discretion and confidentiality.
Pay: ₹8,945.54 - ₹31,452.03 per month
Work Location: In person
