Overview
The University of Southampton, in partnership with Oxford International Education Group (OIEG), has successfully launched its first international campus in India, located in Gurgaon, Delhi. This initiative, developed in response to India's New Education Policy, represents a significant investment in transnational education. The campus provides Indian students with the opportunity to earn a globally recognised degree without leaving the country.
Job purpose
This is a third-party payroll role open for the position of Front Desk Executive (FDE) at UoSD, who is responsible for managing the University's front office operations and serving as the first point of contact for students, parents, faculty, visitors, and other stakeholders. The role ensures a professional and welcoming environment by handling enquiries, managing visitor interactions, coordinating communication, and providing administrative support. The FDE contributes to the smooth functioning of the University by delivering high-quality customer service, maintaining accurate records, and ensuring efficient front desk operations in accordance with university policies and procedures.
Reception & Guest Handling
- Manage the day-to-day operations of the University's reception/front desk, ensuring a professional, welcoming, and efficient environment at all times.
- Receive and greet students, parents, faculty, visitors, vendors, dignitaries, and other stakeholders courteously, creating a positive first impression of the University.
- Handle incoming telephone calls, emails, and walk-in enquiries, providing accurate information or directing them to the appropriate department.
- Register visitors, verify their details, issue visitor passes, and maintain visitor records in accordance with the University's security and access control procedures.
- Coordinate with the concerned departments regarding visitor arrivals and facilitate smooth visitor movement within the campus.
- Provide visitors and guests with necessary guidance, campus directions, and general information about University services and facilities.
- Coordinate hospitality arrangements, including meeting room readiness and refreshments, for official guests, dignitaries, accreditation teams, and other visitors, as required.
- Receive, record, and distribute incoming mail, courier deliveries, and official documents to the respective departments.
- Maintain the reception area, visitor waiting lounge, and information displays in a clean, organized, and presentable condition.
- Coordinate with Security, Housekeeping, Administration, and other departments to ensure seamless front desk operations and an excellent visitor experience.
- Handle visitor concerns professionally and escalate issues to the appropriate department or reporting manager for timely resolution.
- Maintain confidentiality of information and ensure compliance with university policies, reception protocols, and standard operating procedures.
Administrative Support
- Provide administrative support to the Administration Department in the day-to-day functioning of the University.
- Assist in the planning and execution of University events, seminars, conferences, orientation programmes, convocations, admissions activities, and other institutional functions by coordinating logistics and providing front office support.
- Manage the University's travel desk by coordinating travel bookings, accommodation, airport transfers, and local transportation for faculty, management, guests, visiting dignitaries, and external stakeholders, as per approved travel plans.
- Coordinate with travel agencies, hotels, transport vendors, and internal departments to ensure seamless travel and hospitality arrangements.
- Support the scheduling and coordination of meetings, including meeting room bookings, visitor logistics, and hospitality arrangements.
- Assist in maintaining records of travel bookings, vendor communications, and administrative documentation.
- Coordinate with Housekeeping, Security, Facility Management, and other support functions to ensure smooth administrative operations.
- Monitor the availability of office supplies, stationery, and reception consumables, and coordinate procurement/replenishment as required.
- Provide administrative assistance for special projects and other assignments entrusted by the reporting manager or the Administration Department.
- Perform any other administrative or operational responsibilities assigned from time to time to support the efficient functioning of the University.
Qualification & Experience:
- Bachelor's degree in any discipline from a recognized university.
- Diploma or certification in Office Administration, Hospitality Management, Customer Service, or Front Office Management will be an added advantage
- 2–5 years of relevant experience in front office, reception, customer service, administration, or guest relations, preferably in a university, educational institution, corporate office, or hospitality sector. (Desirable)
Skills & Competencies
- Excellent communication and interpersonal skills.
- Strong customer service and stakeholder management skills.
- Professional appearance and pleasant personality.
- Ability to multitask and prioritize work in a fast-paced environment.
- Strong organizational and coordination skills.
- Attention to detail and accuracy in record keeping.
- Ability to maintain confidentiality and handle sensitive information with discretion.
- Problem-solving ability and a proactive approach to handling enquiries and visitor concerns.
- Experience in handling visitors, managing reception operations, coordinating administrative activities, and supporting institutional events. (Desirable)
- Experience in managing travel bookings, vendor coordination, and hospitality arrangements will be preferred. (Desirable)
- Proficiency in using Microsoft Office (Word, Excel, Outlook, and PowerPoint) and office automation systems.(Desirable)
This job description is provided as a guide to the role. It is not intended to be an exhaustive description of duties and responsibilities and may be subject to periodic revision.
Oxford International is committed to safeguarding and promoting the welfare of children. Recruitment checks, including checks with past employees, are undertaken in accordance with our Recruitment and Selection policy.
Oxford International is an equal opportunity employer. Every applicant and employee has the same opportunities regardless of race, colour, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender, gender identity or expression, or veteran status
We reserve the right to close this vacancy earlier than the advertised closing date should we receive a high volume of suitable applications. We therefore encourage interested candidates to apply as early as possible.
Oxford International Education Group is a renowned institution dedicated to providing exceptional educational experiences to international students. With a global presence and a commitment to academic excellence, we strive to empower students to achieve their full potential and thrive in a dynamic, interconnected world. We are proud of our culture and have recently been officially certified as a Great Place to Work ©!
