Front Office Executive

Responsibilities

• Call Management - Attending and answering the phone calls
• Visitors Management - Greeting and Guiding the visitors
• Mail& Courier Movements - Tracking the movements of the mail in and out
• Administrative Support - Performing administrative Tasks
• Registers Maintenance - Maintaining the registers as mentioned by the organization for the smooth operation
• DSC Management - Monitoring and Tracking the DSC's Usage
• Lunch& Beverages Arrangements - Arranging the lunch and beverages from the vendors
• Calendar Management - Making appointments and following the appointments received
• Key Management - Monitoring the movement of all the Key's
• Storeroom Handling - Maintaining the stock and monitoring the usage
• Housekeeping Monitoring - Monitoring the cleanliness
• Event Co-ordination - Assisting in the office events
• Call Management
• The receptionist will attend all the phone calls with the greetings and responsible for answer their quires.
• The receptionist will also transfer the phone calls to whom the receiver wants to speak.
• The receptionist should keep the record of all the phone calls and track whether their query is addressed or not.
• The receptionist should have all the contacts of the clients, visitors and the staffs including their mail id's.
• The receptionist should ensure herself to be available all the time in the reception. The receptionist should arrange an alternative while her rest periods.
• Visitors Management
• The receptionist will welcome all the visitors warmly and helpfully. Receptionist will provide a water at first and should arrange the beverages as the visitor wants.
• The receptionist will confirm with the person whom the visitor wants to meet. If the person is available in the office, receptionist will make an entry in the register and direct him/her to the concern person.
• Mail and Courier Movements
• Incoming and outgoing mail/courier record to be maintained properly.
• Incoming- Receptionist will receive the mail and courier and hand it over to the concern person.
• Outgoing- Receptionist will make an entry of outgoing mail/courier with full details.
• Any loss/missing report should be given to Admin Head without delay.
• No courier should be sent out without seal and sign of the departmental head.
• Administrative Support
• The receptionist will also provide the administrative support like Handling transcription, printing, photocopying and faxing
• The receptionist will do the documents handling and storing processes in a professional manner. He/she will also support in assigning the office assistant for bank works such as deposits, withdrawals and collecting the payments from the client side.
• The receptionist will give support to the HR department for the Onboarding and Off boarding processes of the staffs. He/ She will also support all the departments to get the task completed.
• Registers Maintenance
• The following registers to be maintained at the Front Desk by the Receptionist
• Visitors Entry Register
• Vendor Entry Register
• Staff In/Out In-out register
• Staff Movement Register
• Key Register
• Courier Movements Register
• Cheque Details Register
• DSC Movements Register
• Storeroom Stock Register
• Lunch& Beverages Count Register
• Miscellaneous Purchase Register
• DSC Maintenance
• The receptionist will also be the responsible for the Digital Signature Movements. He/she should keep the record of all the DSC movements and should ensure the DSC is back to place.
• The receptionist should inform if the DSC taken by the staff are not returned on time or found anything unusual.
• The receptionist will monitor the renewal of the DSC. He/she should ensure the DSC's are renewed on or before the due date without fail.
• Lunch & Beverages Arrangements
• The receptionist will be the responsible for arranging the lunch and tea, coffee for the office staffs.
• The receptionist will take the count of all the staffs present on that day and should inform the vendor for the lunch count to be provided.
• The receptionist will also be responsible for the food waste management. He/ She must ensure the correct quantity of the food only ordered and try to reduce the food waste.
• The receptionist will keep the record for the milk, tea and coffee powder purchased.
• Calendar Management
• The receptionist will schedule the appointments and arrange for the meetings as per the availability of the conference rooms and the concerned staffs.
• If the appointments were received thru the mail, then he/she should make the conference room's availability accordingly.
• Key Management
• The receptionist is responsible for keeping all the key's of all

Additional Information

Scope: A receptionist serves as the interface between a company and its customers as well as the management and employees. Ideally, receptionists do this with a high level of professionalism and courtesy that leaves a good impression and builds upon a solid reputation.

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