Front Office Executive / Admin Executive- Contract to Full-Time

Job Description

Overview

Your role

Roles

· Managing front office administration, Interact with Internal clients for Day-to-Day Operational Challenges.

· Managing office vehicle schedules.

· Maintaining reception, lobby area, washrooms to ensure a high standard of housekeeping & upkeep areas.

· Ensure immediate response to all priority calls and facilities-related issues during the shift and follow the escalation process.

• · Handling Visitor Management Tool.
• Maintain timely MIS & database Such as (Snag List, Daily Checklist Etc.)

· Daily inspection of premises for cleanliness and hygiene and take corrective actions as and when required.

· Directed day-to-day facility operations (Soft Services) Including Invoice management, cafeteria operations and vendor management for timely delivery of goods and consumables.

· Supporting the site team for hotel booking and guest travel arrangements.

· Job allocation and deployment of manpower for day-to-day activities.

· Working closely with building management team for parking allocation as the parking was automated, hence ensuring timely entry & deletion of vehicles on the portal is done for smooth entry of the vehicles for parking in basement.

Responsibilities

Visitor Management -Tool and Process

· Ensure the visitor adhere the safety norms in office premises.

· Ensure visitor should report at reception before escorted to office premises.

· Maintain daily report of Visitor.

· Ensuring of downloading of safety guideline to all the visitors who are coming into the premises.

· Ensure the visitor to fill heath Declaration form to enter office premises.

• · Ensuring of downloading of Covid-19 guideline to all the visitors who are coming into the
• premises.

· Ensure timely report to concern team of any issue related to VMS portal.

· Ensuring the visitor enter required details in VMS.

• · Zoho Tool - Complaints and Issue redressal
• Managing internal staff facilities request by Ticketing tool.

· Receiving and responding to approval requests

· Take approvals as per GAM approver (GDC Authority Levels).

· Keep track of help desk request and cost code for invoice coding.

· Ensuring all the requests of Travel, stationery, desk relocation should be fulfilled in timeline.

· Ensure any facilities related issues should be timely resolved.

· Maintain help desk report on monthly basis for MMR.

· Ensure timely report to manager of any issue and complaints related to requests.

Arranging Transportation for Staff and Guests on request & Managing office shuttle guest’s pickup and drop.

· To provide safe and secure transportation to guest.

· Ensure timely vehicle arrangement to guest to avoid delays.

· End to end contact with Transport vendor

· Ensure to provide safe and secure services to guests.

· Ensure timely report to manager of any issue and complaints related to guest stay.

• · Long stay Guest Help Desk requests
• Maintain all the details of future and currently staying guest.

· Ensure to keep track of hotel arrangements

· Co-ordinate with hotel sales team for renewal of hotel proposal.

· Tracking of Expiration of PR and ensure timely renewal of Purchase order.

· Arranging vehicle for guest’s airport transfers

· Arranging guest’s Local transfers from office to hotel during their stay.

· Keep track of the flight details to ensure their safe and secure travel.

· Ensuring the up keeps of the office vehicle such as:

· Basis amenities

· First Aid

· Emergency contact numbers Etc.

• · Invoices and Supporting Sheet
• Upkeeping records of courier, newspaper, vehicle, mobile and Data card connections details.

· Maintain supporting sheets of vendor invoice on monthly basis.

· Ensure the invoice should be process timely for payment process.

· Co-ordinate with Vendor to get quote to send IT asset to employee on desired time.

· Ensuring the expense should be as per the concern project / business.

· Ensure the expense should be as per assign Purchase order.

· Ensure timely submitting of all the vendor invoice to finance.

• · Induction Related (Photo ID and Access cards/Visiting Card)
• Maintain records of ID card, lanyard and access cards issued to new joiner.

· And required amenities should be provided to each employee as per the Atkins norms.

· Maintain Building access card tracker of JML (joiner, mover, and leaver)

· Courier Service, Subscriptions (Magazines/ News Papers)

· Keep Monthly records of incoming and outgoing courier.

· Keep track of Serviceable pin code details of Courier service provider.

· Co-ordinate with Courier service provider for quotation to send IT asset.

· Prepare required documents to send IT asset as per Courier custom requirements.

· Take approvals as per GAM approver (GDC Authority Levels).

• · Ensure the cost of courier should be charge on respective department cost code.
• Parking

· Keep records of two-wheeler and four-wheeler parking.

• · Track and assign parking of Two-wheeler/ Four-wheeler access to employee as per company
• parking policy.

· Ensure to track records of parking access to employee as per DLF parking Guidelines.

· Ensure employee have parking facility as per the company parking policy

First Aid

· First-aid box.

· Keep Track of manufacturing and expiration of First aid item as per HSSE Guidelines.

· Co-ordinate with vendor to procure required First aid item in stock.

· Ensure the programmed H.K. scheduled is adhered to report any problems to the Manager.

• · Ensure cleaners clean all washroom, general areas and report any discrepancies to the
• Manager.

· List other scheduled H.K. contractors etc.

• · Co-ordinate and Track records of feminine hygiene bins and gloves disposal bins to get
• services done on assigned timeline.

• · Maintain records of Famine hygiene vending machine and informed to concern team for
• procurement.

• · HK - Stock Inventory and utilisation Chemical cleaning
• Maintain stock register and daily consumables tracker.

· Maintain daily consumables tracker on monthly basis.

· Keep track of consumable item for timely order placement.

· Training to H.K staff and keeping SDS of chemical used in facilities

• · Pantry - Stock Inventory and utilisation.
• Maintain stock register.

· Maintain daily consumables tracker on monthly basis.

· Keep track of consumable item for timely order placement.

· Complete all action items as recorded in the Daily report.

• · Stationary Indent/stock inventory management, Utilisation, Crockery & Cutlery Inventory and tracking (reports).
• Keeping and maintaining reports and record.

· Maintain stock register.

· Maintain daily consumables tracker on monthly basis.

· Keep track of consumable item for timely order placement.

· Deployment for loading paper in printer and plotter and other similar tasks.

· Maintain Crockery & Cutlery records.

· Co-ordinate with vendor for quotation.

• · Keep track of damage crockery and cutlery Items for timely order placement.
• Maintain tracker record on monthly basis.

About you

Technical Competencies

• •Bachelor’s degree in any discipline (preferred: Hospitality, Business Administration, or Office
• Management)
• •Alternatively, 12th pass with a diploma in Front Office Operations or Office Administration
• may be considered for candidates with strong experience
• Minimum Experience Requirement
• •2 to 4 years of relevant experience in front office, facilities coordination, or administrative
• support in a corporate or hospitality environment.
• •Familiarity with visitor management systems (VMS), Zoho ticketing tools, vendor coordination,
• and soft services are essential.

Rewards & benefits

Explore the rewards and benefits that help you thrive – at every stage of your life and your career. Enjoy competitive salaries, employee rewards and a brilliant range of benefits you can tailor to suit your own health, wellbeing, financial and lifestyle choices. Make the most of a myriad of opportunities for training and professional development to grow your skills and expertise. And combine our hybrid workin