Front Office Executive – Nashik

I. Position Summary

The Front Office Executive is responsible for managing the reception area, handling all incoming and outgoing communications, and providing excellent customer service and administrative support. They are the professional face and voice of the company.

II. Key Responsibilities

A. Guest and Visitor Management

• ✓ Greeting: Warmly greet and welcome all visitors, clients, and guests, directing them to the appropriate person or department.
• ✓ Check-in/Check-out (Hospitality): Process guest arrivals and departures, assign rooms, handle key management, and accurately settle guest folios and payments.
• ✓ Security: Maintain visitor logs, issue temporary access cards, and follow security protocols to ensure only authorized personnel enter the premises.
• ✓ Liaison: Act as a central communication point between guests/clients and internal staff.

B. Communication and Administration

• ✓ Call Handling: Answer, screen, and forward all incoming phone calls professionally and efficiently, managing a high volume of internal and external communications.

Mail & Correspondence: Receive, sort, and distribute daily mail, deliveries, and courier packages. Manage outgoing courier requests.

• ✓ Scheduling: Assist with scheduling appointments, meetings, and conference room bookings for staff and management.

Filing & Documentation: Maintain organized physical and electronic filing systems for correspondence, invoices, and administrative documents.

• ✓ Office Supplies: Monitor and manage inventory of office supplies, initiating timely orders to ensure continuous availability.

C. Office Upkeep and Coordination

• ✓ Appearance: Ensure the reception area, common areas, and meeting rooms are tidy, presentable, and well-maintained at all times.
• ✓ Equipment: Monitor the functionality of office equipment (e.g., printers, copiers, phones) and coordinate maintenance or repairs as needed.
• ✓ Travel Coordination: Assist staff with basic travel arrangements, including booking flights, accommodation, and transportation, when required.