Executive - Front Office, Maharashtra, Mahārāshtra, India

Job Title

Executive - Front Office

Job Description Summary

Job Description

Executive – Front Desk & Admin

Department: Administration / Facilities

Designation: Executive – Front Desk & Admin

Job Purpose

To manage front desk operations and provide administrative and HR coordination support, ensuring a professional reception experience, smooth day-to-day office operations, and timely completion of administrative responsibilities.

Key Responsibilities

1. Front Desk & Reception Management

Manage daily front desk operations, including visitor reception, guest handling, and incoming calls.
Maintain a professional, welcoming, and organized reception area.
Maintain visitor registers and ensure compliance with visitor management procedures.
Coordinate meeting room bookings and provide support to visitors and employees.

2. Travel & Accommodation Coordination

Coordinate flight, train, and hotel bookings for employees and business visitors.
Assist with travel arrangements, itinerary coordination, and booking-related documentation.
Liaise with travel agencies and service providers to ensure smooth travel arrangements.

3. Office Administration & Inventory Management

Manage office stationery, supplies, inventory, and other routine administrative requirements.
Monitor stock levels and coordinate replenishment of office supplies.
Handle incoming and outgoing courier services and maintain dispatch records.
Maintain administrative files, records, documentation, and other office registers.

4. Housekeeping & Facilities Coordination

Coordinate with housekeeping, maintenance teams, and other service providers to ensure smooth office operations.
Monitor cleanliness and upkeep of the reception and common areas.
Report and follow up on maintenance issues and ensure timely resolution.

5. Meeting & Calendar Management

Schedule meetings, maintain calendars, and coordinate meeting room requirements.
Manage emails, correspondence, and administrative follow-ups.
Support internal meetings and assist with related logistical arrangements.

6. HR & Recruitment Support

Coordinate interview schedules and communicate with candidates and interview panels.
Support recruitment activities, onboarding formalities, and joining documentation.
Maintain employee personal files and HR-related records, ensuring confidentiality.
Assist with attendance tracking for office support staff and maintain accurate attendance records.
Perform other HR and administrative duties as assigned.

Required Skills & Competencies

Strong verbal and written communication skills.
Good organizational, coordination, and time-management skills.
Professional attitude and customer service orientation.
Proficiency in MS Office, email, calendar management, and basic documentation.
Ability to multitask and prioritize responsibilities.
Attention to detail and accuracy in maintaining records.
Ability to handle confidential information responsibly.
Strong follow-up skills and a proactive approach to problem-solving.

Educational Qualifications & Experience

Graduate in any discipline; relevant administrative or hospitality qualifications are an advantage.
Prior experience in front desk operations, office administration, reception, or HR coordination is preferred.

Key Performance Expectations

Professional and efficient front desk operations.
Accurate maintenance of visitor, courier, inventory, and attendance records.
Timely completion of travel bookings and administrative requests.
Effective coordination with internal teams and external service providers.
Timely support for recruitment, interviews, and onboarding activities.
Compliance with company policies and established administrative procedures.

INCO: “Cushman & Wakefield”