A. Reception & Front Office Management
- Serve as the first point of contact for all visitors and incoming callers, projecting a professional and welcoming image of the organisation.
- Maintain the visitor register diligently, ensure visitor entry protocols are followed and notify the concerned person promptly.
- Handle and route all incoming calls efficiently; take and relay messages accurately.
- Ensure the reception and front office area is neat, tidy and professionally presented at all times.
B. Guest & Visitor Hospitality
- Arrange visitor seating and refreshments promptly and courteously.
- Coordinate with the concerned department for visitor management and ensure the guest's time is well managed.
- Attend to the comfort and requirements of all guests calling at the Head Office.
C. Courier & Dispatch
- Manage all inward and outward courier — receipt, dispatch, acknowledgements and courier log maintenance.
- Follow up on pending inward items and outward dispatches and keep the concerned team informed.
- Maintain accurate courier records for reference and audit purposes.
D. Meeting Room Management
- Coordinate meeting room bookings and maintain an accurate room booking log.
- Ensure each meeting room is set up with water, tea / coffee, stationery and appropriate seating before the meeting commences.
- Carry out a cleanliness and readiness check of all meeting rooms before and after use.
E. Housekeeping Coordination & Office Upkeep
- Supervise the cleanliness and upkeep of the office, washrooms, meeting rooms, pantry and all common areas.
- Direct office boys for housekeeping tasks on a daily basis; ensure tasks are carried out properly and on time.
- Escalate housekeeping deficiencies or recurring issues to the Deputy Manager.
- Maintain overall office environment standards in line with company expectations.
F. Pantry Administration
- Manage pantry stock of tea, coffee, sugar, milk and related materials.
- Control issue and ensure timely replenishment so the pantry is always stocked.
- Maintain pantry cleanliness and upkeep; direct office boys for pantry tasks.
G. Office Supplies & Consumables
- Monitor and maintain stock of stationery, housekeeping materials and pantry consumables.
- Initiate timely reorder requests to ensure there are no stockouts.
- Maintain a stock register and share periodic stock status with the HR & Admin Officer.
H. Training & Event Logistics
- Coordinate logistics for HO-based training and engagement events: room booking, seating, attendance sheets, material readiness, refreshments and participant communication.
- Support broader company event arrangements as directed by the Deputy Manager.
- Assist in coordination of events held outside the Head Office where required.
I. Employee Engagement Activities
- Organise and coordinate monthly employee birthday celebrations.
- Support internal office events and engagement activities as planned by the HR team.
- Procure required materials and manage arrangements within the approved budget.
J. Office Boy Supervision
- Allocate daily duties to office boys at the start of each day.
- Provide on-the-spot direction and supervise quality of work throughout the day.
- Manage leave substitution arrangements to ensure continuity of office support.
- Report discipline or performance issues to the Deputy Manager.
K. Recruitment Support
- Receive candidates visiting the office for interviews, direct them appropriately and ensure a comfortable waiting experience.
- Ensure interview rooms are booked, set up and ready in advance of scheduled interviews.
- Coordinate hospitality for interview panels including refreshments.
L. Special Hospitality & Management Arrangements
- Coordinate lunch and food arrangements as directed by management.
- Handle PYC Hall bookings and other external venue bookings as required.
- Manage room bookings for the MD's guests and coordinate with hotels for management requirements (including arbitration and other formal occasions).
- All such arrangements to be carried out under the direction and prior approval of the Deputy Manager.
M. Infrastructure & Equipment
- Basic Upkeep Monitor the condition and functioning of the EPBAX telephone system and office water dispensers.
- Lodge maintenance complaints promptly and follow up to ensure timely repair.
- Ensure these systems are functional and attended to without delay.
N. General Administrative Support
- Provide general office administrative support as directed by the HR & Admin Officer or Deputy Manager.
- Assist with office seating changes, desk readiness and workstation setup for new joiners or internal moves.
- Maintain a helpful, responsive and collaborative approach to all requests from the HR & Admin team.
Education: Graduate in any discipline. A diploma or certification in Office Administration, Front Office Management or Hospitality will be an advantage.
Experience: 4+ years of experience in a front office, reception, administrative or hospitality-facing role. Prior experience in a corporate head office environment preferred.
Communication Skills: Good command of spoken and written English. Working proficiency in Hindi and Marathi for day-to-day interaction with visitors and vendors.
Computer Proficiency: MS Office (Word, Excel, Outlook). Familiarity with office communication tools and basic record-keeping systems.
Personal Attributes: Professional and well-groomed presentation. Pleasant, service-oriented disposition. Ability to manage multiple concurrent tasks calmly. Good organisational skills. Reliable, punctual and discreet.
Pay: ₹350,000.00 - ₹400,000.00 per year
Benefits:
- Health insurance
- Provident Fund
Ability to commute/relocate:
- Karve Road, Pune, Maharashtra: Reliably commute or planning to relocate before starting work (Required)
Application Question(s):
- Have you worked in a Corporate/ Head office?
- What is your current salary?
- What is your monthly in hand salary?
- What is your salary expectations?
- We are looking for a candidate who can join in 15 days. What is your notice period?
Experience:
- Admin/Receptionist work: 4 years (Preferred)
Language:
- Excellent English (Required)
- Marathi (Required)
- Hindi (Required)
Work Location: In person
