Job Description – Front Desk Receptionist
Company: Nivasa & Partners
Department: Administration / Human Resources
Location: Gurugram, Haryana
Reporting To: HR & Admin Manager
Position Summary
The Front Desk Receptionist is the first point of contact for all visitors, clients, vendors, and employees at Nivasa & Partners. The role is responsible for creating a professional first impression, managing front office operations, handling calls and visitors, coordinating meeting rooms, and providing administrative support to ensure smooth day-to-day office operations. Modern front desk roles combine customer service with office administration and coordination responsibilities.
Key ResponsibilitiesFront Office Management
- Welcome clients, visitors, vendors, and candidates in a courteous and professional manner.
- Maintain the reception area in a clean, organized, and presentable condition.
- Ensure all visitors are registered and issued visitor passes as per company policy.
- Coordinate with Security and HR for visitor entry and exit.
Telephone & Communication
- Handle incoming and outgoing telephone calls professionally.
- Transfer calls to the concerned departments.
- Record and forward messages accurately.
- Respond to email inquiries and provide basic company information.
Visitor & Meeting Coordination
- Schedule and manage meeting rooms.
- Inform concerned employees about visitor arrivals.
- Arrange refreshments for meetings and guests.
- Coordinate with Housekeeping and Pantry teams for meeting arrangements.
Administrative Support
- Maintain visitor records and reception registers.
- Receive, sort, and distribute couriers, letters, and parcels.
- Coordinate with courier agencies for dispatches.
- Maintain office stationery and reception supplies.
- Support HR & Administration with documentation and filing.
- Maintain employee contact directories and notice boards.
Client Experience
- Ensure every visitor receives a warm and professional experience.
- Handle client inquiries politely and efficiently.
- Escalate complaints or concerns to the appropriate department.
Coordination
- Work closely with HR, Administration, Security, Housekeeping, IT, and other departments.
- Support company events, interviews, and management meetings.
- Assist in employee onboarding by guiding new joiners to the concerned departments.
Required Qualifications
- Bachelor's Degree in any discipline.
- 1–3 years of experience as a Front Desk Receptionist, Receptionist, or Front Office Executive.
- Experience in a corporate office, manufacturing company, or luxury brand will be preferred.
Required Skills
- Excellent verbal and written communication in English and Hindi.
- Professional appearance and positive attitude.
- Strong interpersonal and customer service skills.
- Good knowledge of MS Office (Word, Excel, Outlook, PowerPoint).
- Ability to multitask and prioritize work.
- Excellent organizational and time management skills.
- Basic email etiquette and telephone handling.
- Ability to maintain confidentiality.
Key Competencies
- Customer Focus
- Professionalism
- Communication Skills
- Problem Solving
- Teamwork
- Attention to Detail
- Time Management
- Adaptability
Working Hours
- As per company policy and operational requirements.
Key Performance Indicators (KPIs)
- Professional visitor handling and satisfaction.
- Timely call and email management.
- Accuracy of visitor and courier records.
- Reception area maintenance and presentation.
- Meeting room coordination efficiency.
- Administrative support responsiveness.
- Compliance with company reception and security procedures.
Pay: ₹20,000.00 - ₹35,000.00 per month
Benefits:
- Cell phone reimbursement
- Food provided
- Provident Fund
Work Location: In person
