We are seeking a mature, highly presentable, and articulate Receptionist and Admin Executive to serve as the face of our organization and provide comprehensive administrative support to our executive team and office operations.
The ideal candidate will possess extensive experience as a front-face receptionist and have a proven track record of managing a professional front desk and performing varied administrative tasks. This dual-function role requires a poised individual with exceptional communication skills, emotional intelligence, and the ability to maintain a welcoming environment while handling multi-faceted administrative responsibilities with discretion and efficiency.
Key Responsibilities
1. Reception and Front Desk Management (Primary Focus)
- First Point of Contact: Serve as the professional face and voice of the company, welcoming all guests, clients, and vendors warmly and directing them to the appropriate person or meeting room.
- Call Management: Professionally manage a multi-line telephone system, screening, filtering, and directing incoming calls to the relevant departments or individuals.
- Visitor Services: Ensure all visitors have a seamless and positive experience from entry to departure, including offering refreshments and managing waiting times.
- Reception Upkeep: Maintain an impeccable, organized, and welcoming appearance of the reception area and surrounding common areas at all times.
- Security & Compliance: Manage visitor logs, issue visitor badges, and adhere to security protocols regarding office entry and confidentiality.
2. Administrative and Executive Support
- Office Administration: Oversee daily office operations, including managing incoming and outgoing mail/couriers, monitoring and ordering office and pantry supplies, and maintaining office equipment.
- Executive Scheduling: Assist with calendar management for the executive team, including scheduling meetings, coordinating conference room bookings, and making travel arrangements as needed.
- Document Preparation: Draft, format, and proofread professional correspondence, reports, presentations, and other documents with high accuracy.
- Records Management: Maintain physical and digital filing systems, ensuring all records (including confidential data) are secure, organized, and easily accessible.
- Meeting Support: Coordinate logistics for in-house and external meetings, including preparing agendas, taking minutes, and arranging catering.
- Cross-Functional Support: Provide ad-hoc administrative assistance to departments such as Human Resources (e.g., on-boarding scheduling) and Finance (e.g., handling petty cash, processing expense claims) as required.
Required Qualifications and Experience
- Maturity and Professionalism: A poised, confident, and professional demeanor, suitable for interacting with high-level executives and external VIPs. Proven ability to remain calm under pressure and handle sensitive situations with tact and discretion.
- Experience: A minimum of 5 years of stable work experience, with at least 3 years specifically in a front-face receptionist or administrative executive role within a corporate environment.
- Education: Bachelor’s degree in Business Administration, Communication, or a related field, or equivalent practical experience.
- Presentation: An exemplary, well-groomed personal presentation appropriate for a high-profile reception desk.
- Communication Skills: Exceptional verbal and written communication skills in [Specify Languages, e.g., English, Hindi]. Must be able to articulate clearly and listen attentively.
Key Skills and Attributes
- Technical Proficiency: Advanced knowledge of Microsoft Office Suite (Word, Excel, Outlook, PowerPoint). Experience with modern phone systems, CRM software, or expense management platforms is a plus.
- Interpersonal Skills: Outstanding relationship-building skills and the ability to interact effectively with a diverse range of stakeholders.
- Organization and Multitasking: Exceptional organizational skills and a strong ability to prioritize tasks and meet deadlines in a fast-paced environment.
- Problem-Solving: Proactive in identifying potential issues and resolving them efficiently.
- Dependability: A strong sense of responsibility and reliability, with a punctual and consistent attendance record.
Pay: ₹18,600.85 - ₹24,001.25 per month
Work Location: In person
