Location : Mysore

The Front Office Executive is the face of the organization, responsible for providing a professional and welcoming first impression to all visitors and callers. This role requires excellent communication skills, strong organizational abilities, and the capacity to handle multiple administrative tasks efficiently. The ideal candidate will ensure smooth front desk operations, coordinate with various departments, and support day-to-day office activities.

Key Responsibilities:

1. Reception & Guest Management

• Greet and welcome all visitors, clients, and vendors in a professional and courteous manner.
• Maintain visitor logs, issue visitor passes, and inform respective departments of guest arrivals.
• Offer refreshments and ensure guests are comfortable while waiting.

2. Telephone and Communication Handling

• Operate and manage the telephone switchboard efficiently.
• Answer incoming calls, redirect them to the concerned departments or take accurate messages.
• Respond to general queries received via phone or email and route them appropriately.

3. Mail and Courier Management

• Receive, record, and distribute all incoming mail and couriers to the appropriate departments.
• Handle outgoing couriers, maintain dispatch registers, and ensure timely deliveries.
• Coordinate with courier services and maintain proof of delivery (POD) records.

4. Front Desk Administration

• Maintain a clean, organized, and welcoming front desk and reception area.
• Display necessary notices, event schedules, or communication as instructed.
• Monitor and manage stock of front-desk supplies (stationery, ID cards, visitor forms, etc.)

5. Meeting Room Coordination

• Manage bookings of meeting and conference rooms.
• Ensure meeting spaces are clean, equipped (with projector, notepads, etc.), and ready before use.
• Coordinate refreshments for meetings as per requirements.

6. Internal Coordination

• Liaise with departments such as Admin, Accounts, and Security for daily office functioning.
• Assist in coordination of interviews, on boarding activities, and employee attendance tracking.
• Support HR/Admin in organizing office events or celebrations.

7. Record Management

• Maintain and update records such as staff in/out timings, visitor entries, courier logs, etc.
• Prepare daily/weekly front office activity reports as needed.
• File documents physically or digitally as instructed by senior staff.

8. Facility Support

• Report maintenance issues (electrical, housekeeping, IT) to the relevant departments promptly.
• Ensure cleanliness and orderliness of the reception area and lobby.
• Oversee the front office ambiance (lighting, air-conditioning, decor) for a professional appearance.
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9. Confidentiality and Compliance

• Handle sensitive information discreetly and maintain confidentiality.
• Comply with company policies, dress codes, and standard operating procedures.
• Maintain professional behaviour and etiquette in all interactions.

10. Emergency Handling

• Serve as the first point of contact in case of emergency situations (fire, medical, etc.).
• Maintain calm and coordinate immediate actions per the emergency protocols.
• Maintain a list of emergency contact numbers and key staff contact information.

11. Travel Allowance Bill Verification

• Check and verify whether the travel allowance claim has a valid bill attached.
• If the bill is missing or not attached, immediately bring it to the notice of the concerned
• department head.
• Ensure proper follow-up and maintain a record of such instances for accountability.

Key Skills & Competencies:

• Excellent verbal and written communication skills (English and local language).
• Strong interpersonal skills and a customer-focused attitude.
• Ability to multitask and handle pressure gracefully.
• Proficiency in MS Office (Word, Excel, PPT).
• Time management and organizational skills.
• Punctual, disciplined, and trustworthy.
• Qualifications & Experience:
• Bachelor’s degree
• 1–3 years of experience in front office/reception/customer service roles.