Job Summary:
A Front Office Administrator in a building hardware materials distributor firm is responsible for managing daily front office and administrative operations while ensuring smooth communication between customers, sales teams, warehouse staff, and management. The role includes handling customer inquiries, preparing invoices and quotations, maintaining records, coordinating order processing and dispatch activities, and supporting overall office administration. The Front Office Administrator also ensures professional customer service, accurate documentation, and efficient coordination to support the company’s operational and business objectives.
Key Responsibilities:
A. Core Responsibilities (Major KPI’s)
- Managing daily front office operations and ensuring smooth administrative workflow.
- Welcoming customers, visitors, and vendors in a professional manner.
- Handling customer inquiries, phone calls, emails, and direct communications efficiently.
- Preparing invoices, quotations, delivery notes, and other business documents accurately.
- Coordinating with sales, warehouse, and dispatch teams for order processing activities.
- Maintaining records of customer orders, stock details, and office documentation.
- Assisting in order tracking and ensuring timely delivery coordination.
- Supporting payment follow-ups and coordinating with the accounts department when required.
- Maintaining customer databases and updating business records regularly.
- Coordinating appointments, meetings, and administrative schedules for management.
- Assisting in inventory coordination and stock-related communication with warehouse staff.
- Handling office supply management and administrative support activities.
- Addressing customer complaints and escalating operational issues appropriately.
- Supporting management in preparing reports and maintaining operational data.
- Ensuring professionalism and excellent customer service at the front office.
- Maintaining confidentiality of company records, pricing information, and customer details.
B. Additional Essential Responsibilities:
- Coordinating transport arrangements for material deliveries and customer orders.
- Verifying delivery schedules and ensuring timely communication with customers.
- Maintaining daily sales and dispatch reports for management review.
- Assisting in tracking pending orders and updating customers on order status.
- Monitoring showroom or office visitor records and maintaining proper entry logs.
- Coordinating with warehouse staff regarding stock-related updates when required.
- Ensuring accurate data entry of customer details, invoices, and stock information.
- Following up with customers regarding payments, quotations, and pending approvals.
- Handling courier coordination and document dispatch activities efficiently.
- Assisting in resolving billing discrepancies and customer documentation issues.
- Coordinating with field staff and sales representatives for operational updates.
- Supporting management during administrative reviews and operational coordination activities
- Ensuring proper filing and organization of tax invoices and financial documents.
- Contributing to smooth day-to-day office operations through effective coordination and communication.
Required Qualifications:
- Bachelor’s degree or diploma in Business Administration, Commerce, or a related field.
- Good communication, customer handling, and interpersonal skills.
- Proficiency in MS Office and basic billing or ERP software knowledge.
- Strong organizational, multitasking, and administrative abilities.
- Previous experience in front office or administrative roles is an added advantage.
Key Competencies:
- Strong communication and customer service skills for handling clients professionally.
- Excellent organizational abilities to manage multiple administrative tasks efficiently.
- Ability to coordinate effectively with sales, warehouse, and dispatch departments.
- Strong attention to detail in preparing invoices, quotations, and maintaining records.
- Proficiency in MS Office applications and administrative software systems.
- Good time management skills to handle daily office operations smoothly.
- Effective problem-solving ability to address customer concerns and operational issues promptly.
- Ability to work under pressure and meet deadlines in a fast-paced environment.
- Strong multitasking skills for managing calls, documentation, and customer coordination simultaneously.
- Professional front office etiquette while dealing with visitors and clients.
- Basic knowledge of inventory coordination and order processing procedures.
- Strong teamwork and collaboration skills to support business operations.
- High level of adaptability to changing operational requirements and priorities.
- Accuracy in data entry, reporting, and documentation management.
- Maintaining confidentiality and integrity in handling company and customer information
Pay: From ₹12,000.00 per month
Benefits:
- Food provided
- Health insurance
- Internet reimbursement
- Leave encashment
- Paid sick time
Work Location: In person
