Front Office Executive

Job Description

Skills: Telephone Calls

Effective handling of multi-line telephone system with regard to both incoming and outgoing calls

Answer phone calls and screen and direct/transfer calls to concerned department/employees

Respond to all calls and queries on general information on the phone

Take messages and communicate the same to the concerned employees

Maintain a record of received calls and outgoing calls

Visitor Management

Greet and welcome visitors and determine the nature of their visit

Inform concerned employees of the visitor or direct visitors to appropriate meeting room, department or employee

Ensure the visitors are taken good care by offering them refreshments (tea/coffee or water etc.)

Ensure proper maintenance of the reception area

Administrative Activities

Schedule Appointments as required by the Senior Management

Organize meetings as required by the Senior Management

Send, receive and sort couriers/ mails

Check the e-mails received and forward to the concerned department and/or personnel

Check the Fax received and make an entry in the Inward register and forward to the concerned department and/or personnel

Enter the cheques received details into the system and handover the cheques to the concerned department

Organize office decoration for various occasions and parties

Provide administrative support in preparing letters, certificates and other documents

Maintain a list of Birthdays and Wedding days of all employees

Prepare Birthday Greetings cards for the employees and handover the card to the Department Head with all other employees signatures

Maintain files of On-Duty pass, Leave Letters, Courier Receipts etc.

Scan & save the visiting cards of the first time visitors in the system

Provide the details of the card when requested by the the concerned personnel

Arrange for bouquets as requested by the Management from the approved florists

Arrange for Hotel, Cab and Restaurant booking as requested by the Management

Attendance & Access Control

Prepare the attendance register with the name of employees every month

Mark the attendance in the Attendance Register on a daily basis

Enter the names and other details of the Bangalore based employees in the Access control system software

Issue the Access control card to the new employees

Ensure that every employee is using the Access control system for entry and exit

Verify the missing entries with the out-passes, On-Duty-Passes, Leave Letters, etc. and make the entry