Front Office Associate

Position: Receptionist / Front Desk Associate/Executive

Job Purpose

To manage front desk operations and provide administrative support to ensure smooth day-to-day functioning of the Head Office, while maintaining professional communication and coordination with employees, visitors, candidates, vendors, and internal departments.

Key Responsibilities-

• •Manage Reception / Front Desk operations, including visitor handling and maintaining a professional reception area.
• •Handle telephone calls, messages, and general communication and direct them to the concerned departments.
• •Manage meeting room bookings, arrangements, and records.
• •Handle courier, incoming/outgoing documents, and basic document management.
• •Coordinate travel and accommodation arrangements, including air ticket booking.
• •Provide day-to-day administrative coordination and support to employees and departments.
• •Maintain staff petrol/conveyance tracking sheets and related records.
• •Coordinate supplier allocation with the Purchase and Subcontract teams as required.
• •Arrange food and refreshments for training sessions and meetings.
• •Coordinate training sessions and meeting room arrangements and maintain related records.
• •Maintain PDC cheque records and tracking sheets.
• •Support and coordinate internal and external audits related to Head Office Administration.
• •Maintain updated audit records, registers, documents, and supporting evidence.
• •Verify canteen bills, rent bills, maintenance bills, and other administration-related invoices received from project sites.
• •Maintain invoice inward records in tracking sheets and follow up with the Billing and Accounts Departments regarding payment status.
• •Supervise the daily activities of housekeeping and pantry staff and ensure proper office cleanliness and upkeep.
• •Facilitate interview candidate coordination by providing required application forms and informing HR for the further interview process.
• •Prepare and coordinate official correspondence and administrative emails as required.
• •Provide general administrative and front office support to ensure smooth functioning of the Head Office.
• •Maintain a professional and welcoming environment for visitors, candidates, clients, and employees.