JOB DESCRIPTION
Job Title: Front Office Executive cum Coordinator
Department: Administration
Work Location: On-Site
Employment Type: Full-Time
The Front Office Executive cum Coordinator will provide dedicated administrative and operational support to three Project Heads (PHs).
Key Responsibilities
A. Scheduling & Calendar Management
▸ Maintain and manage individual meeting and visit schedules for all 3 Project Heads (PHs).
▸ Maintain a consolidated joint meeting schedule for PHs and Directors.
▸ Proactively identify and flag any scheduling overlaps or conflicts in the common calendar.
▸ Send timely advance reminders to PHs and relevant stakeholders for upcoming meetings, visits, and deadlines.
▸ Coordinate and line up daily internal team discussions, ensuring the respective PH is looped in.
▸ Book appointments on behalf of PHs and coordinate external appointments for PHs.
▸ Assist in appraisal for PHs.
B. HR & Administrative Systems
▸ Maintain accurate and up-to-date time sheets for all PHs.
▸ Update and manage PH-related applications and records on GreytHR (HRMS platform).
C. Reception & Front-Desk Management
▸ Handle front-desk/reception duties for 3–5 hours daily, including greeting visitors, managing calls, and directing queries.
▸ Maintain a professional and welcoming office environment at the reception area.
D. Email & Communication Management
▸ Monitor and review incoming emails on behalf of PHs.
▸ Highlight and escalate important or time-sensitive emails requiring PH attention.
▸ Draft or relay routine responses as directed.
E. General Administrative Support
▸ Handle day-to-day administrative requirements for PHs and the office.
▸ Coordinate logistics for meetings (venue, equipment, refreshments where applicable).
▸ Maintain confidentiality and professionalism in all tasks and communications.
▸ Assist in preparing documents, presentations, and reports as needed.
Required Skills
▸ Excellent organisational & time management skills
▸ Proficiency in MS Office (Word, Excel, Outlook, Teams)
▸ Strong written and verbal communication
▸ Ability to handle multiple executives simultaneously
▸ Discreet and trustworthy with confidential information
▸ Calm under pressure with strong attention to detail
▸ Proactive and self-motivated
▸ Professional front-desk demeanour
Warm regards,
HR| APICES Studio Pvt Ltd
Corp. Off: 203, Lodha Supremus-I, Road No. 22, Wagale Estate, Thane West – 400 604
Contact : 73042 07381/ 98929 29740 | Visit us at: www.apices.in
Pay: Up to ₹263,513.20 per year
Education:
Work Location: In person
