Receptionist cum Front Desk

Responsibilities

• Greet and welcome guests as soon as they arrive at the office
• Direct visitors to the appropriate person and office
• Answer, screen and forward incoming phone calls
• Ensure reception area is tidy and presentable, with all necessary stationery and material (e.g. pens, forms and brochures)
• Provide basic and accurate information in-person and via phone/email
• Receive, sort and distribute daily mail/deliveries
• Maintain office security by following safety procedures and controlling access via the reception desk (monitor logbook, issue visitor badges)
• Order front office supplies and keep inventory of stock
• Update calendars and schedule meetings
• Arrange travel and accommodations, and prepare vouchers
• Keep updated records of office expenses and costs
• Perform other clerical receptionist duties such as filing, photocopying, transcribing and faxing

Facility

• Ensure upkeep of entire Office and Office assets on daily basis.
• Arrangement of Stationery and Pantry items as per the requirement.
• Ensure fire safety equipment (Fire extinguishers) are maintained properly.

Billing, Documentation & Vendor Payment

• Maintenance of billing MIS of all utility & vendor bills.
• Getting all the Utility bill payment done before the due date to avoid penalty.
• Filling of documents, cheques & other necessary documents

Leave & Attendance

• Checking & verifying daily attendance of Staff.
• Verifying & sending monthly attendance of staff to HR.
• Maintaining attendance records of staff.

Corporate Events & Parties

• To administer events as per requirements as per instructions from HR.
• Coordination with Delhi office, Vendor & Organizer for Guest arrangements & event requirements.    

Other Miscellaneous work

• To get periodic civil/Electrical/Plumbing work done as per the requirement
• Maintaining office expenses and sending the expense Vouchers & Invoices to Finance on Daily/Weekly/Monthly basis for processing.
• Arrangement of Office lunch for Expats, Guest visiting office as per the requirements.
•  Regularly checking of office equipment and company assets.
•  Handling courier services of office.

Video Conference & IT setup

• Keeping it operational in consultation with Delhi IT.
• Arrangement of VC for office staff as & when require.
• Maintenance of VC system

Requirements and skills

• Proven work experience as a Receptionist, Front Office Representative or similar role
• Proficiency in Microsoft Office Suite
• Hands-on experience with office equipment (e.g. fax machines and printers)
• Professional attitude and appearance
• Solid written and verbal communication skills
• Ability to be resourceful and proactive when issues arise
• Excellent organizational skills
• Multitasking and time-management skills, with the ability to prioritize tasks
• Customer service attitude
• High school degree; additional certification in Office Management is a plus