The Front Desk & Administration Associate will be responsible for managing the company's front office, handling visitors and calls, coordinating with vendors and internal departments, maintaining systematic filing and records, and ensuring accurate and timely management of administrative data.
The position requires a professional, presentable, organized, and proactive individual who can manage multiple responsibilities efficiently.
Key Responsibilities
1. Front Desk Management
- Manage the reception area and maintain a professional and welcoming environment.
- Receive and greet customers, visitors, vendors and business associates.
- Maintain visitor records and coordinate visitor access.
- Ensure visitors are attended to promptly and courteously.
- Coordinate meetings, appointments and conference-room requirements.
2. Telephone & Communication
- Handle incoming calls and route them to the appropriate person or department.
- Take accurate messages and ensure timely communication.
- Handle basic customer/vendor enquiries and direct technical or commercial matters to the concerned department.
- Maintain professional telephone and email etiquette.
3. Vendor Management & Coordination
- Coordinate with office vendors, service providers, couriers, housekeeping, security, maintenance agencies and other administrative vendors.
- Maintain an updated Vendor Master / Vendor Contact List.
- Coordinate quotations, service requirements, delivery schedules and routine follow-ups.
- Track pending vendor requirements and ensure timely escalation to the concerned department.
- Maintain records of vendor communications, quotations, invoices and supporting documents.
- Coordinate with Accounts for submission and processing of vendor bills where required.
- Ensure vendors follow company procedures and maintain professional service standards.
4. Filing & Documentation
- Maintain systematic physical and digital filing systems.
- File documents department-wise, date-wise and subject-wise as applicable.
- Maintain records of correspondence, invoices, quotations, purchase-related documents, vendor documents and administrative records.
- Ensure documents are easily retrievable when required.
- Regularly review files and ensure that outdated or duplicate documents are appropriately archived.
- Maintain confidentiality of company and management documents.
5. Data Management
- Maintain accurate and updated administrative databases and records.
- Enter and update data in Excel, ERP, CRM or other company systems as applicable.
- Maintain visitor, vendor, courier, contact and administrative databases.
- Prepare basic MIS reports and data summaries as required.
- Ensure data accuracy and completeness.
- Regularly update master data and eliminate duplicate or incorrect entries.
- Maintain appropriate digital backups and organized folder structures.
6. Courier & Document Management
- Manage incoming and outgoing courier/postal activities.
- Maintain courier registers and delivery records.
- Ensure important documents are delivered to the concerned department/person.
- Coordinate dispatches of documents to customers, vendors and other external parties.
7. Internal Coordination
- Coordinate with HR, Accounts, Sales, Purchase, Service, Stores and Management for routine administrative requirements.
- Circulate messages and documents to concerned employees.
- Follow up on pending administrative tasks.
- Assist in arranging meetings, seminars, customer visits and company events.
8. Office Administration
- Monitor reception, meeting rooms and common front-office areas.
- Coordinate refreshments and arrangements for meetings and visitors.
- Maintain basic office stationery and front-office requirements.
- Coordinate routine maintenance and facility-related requirements with vendors.
- Escalate any administrative or facility-related issues to HR/Admin.
Key Skills & Competencies:
- Excellent communication and interpersonal skills.
- Professional and pleasant personality.
- Strong organizational and coordination skills.
- Good knowledge of MS Word, Excel, Outlook/Email and basic computer applications.
- Ability to maintain systematic physical and digital records.
- Good attention to detail and accuracy.
- Ability to manage multiple tasks simultaneously.
- Strong follow-up skills.
- Professional telephone and email etiquette.
- Ability to communicate effectively with customers, vendors and employees.
- High level of discipline, punctuality and confidentiality.
- Proactive approach towards work.
Key Performance Indicators (KPIs)
Performance will be evaluated on:
- Professional management of the reception/front office.
- Prompt handling of calls, visitors and enquiries.
- Accuracy and completeness of data maintained.
- Proper maintenance of physical and digital files.
- Timely vendor coordination and follow-up.
- Accuracy of vendor and administrative master data.
- Timely processing and routing of documents.
- Proper maintenance of visitor and courier records.
- Responsiveness to internal departments.
- Discipline, punctuality and professional conduct.
Qualification & Experience
Qualification: Graduate preferred.
Experience: 1–4 years in Front Office, Reception, Administration, Customer Service or Office Coordination.
Preferred: Experience in a manufacturing, engineering, corporate, or industrial organization will be an advantage.
Personal Attributes
The candidate should be:
- Smart and presentable
- Polite but assertive
- Well organized
- Responsible and dependable
- Computer savvy
- Good at follow-ups
- Comfortable dealing with vendors and customers
- Able to maintain confidentiality
- Willing to take ownership rather than waiting for instructions
Overall responsibility: The employee is expected to ensure that the front office and associated administrative activities operate in a professional, organized, accurate and disciplined manner, while providing effective support to management and all internal departments.
Pay: Up to ₹350,000.00 per year
Benefits:
- Cell phone reimbursement
- Health insurance
- Paid sick time
- Provident Fund
Work Location: In person
