Roles & Responsibilities
- Greet and welcome visitors, clients, and guests in a professional and friendly manner.
- Manage incoming calls, answer inquiries, and transfer calls to the concerned departments / individuals.
- Maintain visitor records in spreadsheets, accurately documenting personal details and government-issued identification information.
- Conduct regular office inspection to ensure cleanliness, proper arrangement of items, and a professional working environment in accordance with company standards.
- Coordinate with relevant service providers, including internet technicians, electricians, carpenters, gardeners, cleaning staff, and courier delivery agents, to ensure timely resolution of maintenance issues, upkeep of office premises, efficient handling of deliveries, and smooth day-to-day facility operations.
- Assist the HR department in coordinating interviews and managing employee onboarding, joining formalities, and exit procedures.
- Maintain up-to-date office attendance records, including proper documentation of supporting evidence submitted by employees to justify their absences.
- Oversee office stationery, supplies, and inventory management, ensuring adequate stock levels, timely replenishment, and proper record-keeping.
- Coordinate with housekeeping and maintenance staff to maintain office cleanliness, ensure proper upkeep of the premises, and uphold a clean, hygienic, and professional working environment.
- Ensure the confidentiality and security of sensitive company information, employee records, and visitor details in accordance with organizational policies.
- Prepare simple reports, keep records updated, and enter data accurately to support the smooth functioning of daily office activities.
- Assist in planning and organizing office meetings, events, and other activities to ensure the smooth and timely execution.
Skill Requirements
- She should have hands-on experience using data entry and documentation tools such as Google Docs, Google Sheets, and Airtable.
- Must possess excellent interpersonal and communication skills to welcome visitors courteously, respond to their inquiries, and provide professional assistance as needed.
- She should have a professional appearance, a good sense of style, and the ability to dress appropriately in accordance with the company's dress code and workplace culture.
- Must have the ability to plan and organize birthday celebrations, festivals, and special occasions, including theme selection, decorations, and other necessary arrangements.
- Must have strong verbal and written communication skills in English and Hindi to ensure clear communication, effective coordination, and better understanding.
- Must possess excellent telephone etiquette and call-handling skills to manage incoming calls professionally, respond to inquiries courteously, and direct calls to the appropriate departments or individuals.
- Must possess strong problem-solving and decision-making skills to handle day-to-day office challenges efficiently and take appropriate action when required.
- Must be able to maintain strict confidentiality of company data and sensitive information, sharing it only with the reporting manager or other authorized personnel and never disclosing it to unauthorized staff members or the public.
- Must possess strong listening skills and a patient, approachable attitude to understand others' concerns, respond appropriately, and communicate effectively with employees, visitors, and management.
- Must be capable of handling daily responsibilities independently, taking initiative, and completing assigned tasks efficiently with minimal supervision.
- Must be punctual and disciplined, with the ability to arrive at the office before other staff members to ensure timely opening procedures and accurate maintenance of daily attendance records.
- Must be eager to learn, adaptable to changing requirements, and willing to take on new tasks and responsibilities as needed.
- Must be proficient in using office equipment such as printers, scanners, and attendance machines, along with email and other digital communication tools, to perform daily administrative tasks efficiently.