Front Office Manager

Role: Front Desk & Administration Executive

Location: Sector 74, Gurgaon

Employment Type: Full-time

About Chalk Studio

Chalk Studio is a leading interior design and architecture firm based in Gurugram, founded in 2018 by Priyanka Singh. We specialize in creating bespoke, research-driven, and functional spaces across residential and commercial projects. Our design philosophy blends modern minimalism and Japandi aesthetics with a strong focus on practicality, sustainability, and timeless elegance.

With end-to-end turnkey solutions, we deliver seamless project experiences from concept and design to execution. Recognized as one of the most innovative and reliable design studios in Gurgaon, Chalk Studio is known for combining creativity with precision to craft inspiring spaces for our clients.

About the Role

We are looking for a smart, dynamic, and resourceful Front Desk & Administration Executive to be the face of our organization and ensure the seamless functioning of our office. This role goes beyond reception duties it requires someone who can manage administration, facilities, travel coordination, vendor management, and employee support with efficiency and professionalism.

You will be the first point of contact for visitors, a support system for employees, and a key enabler for office operations, ensuring the workplace runs smoothly and reflects our culture of excellence.

Key Responsibilities

Front Desk & Visitor Management

• Greet and welcome clients, guests, and employees with warmth and professionalism.
• Manage phone calls, emails, and correspondence at the reception.
• Maintain visitor records and ensure smooth coordination for meetings and client visits.
• Keep the reception, waiting area, and meeting rooms presentable and welcoming at all times.

Office Administration & Facilities Management

• Oversee daily office operations, ensuring a smooth and well-organized work environment.
• Coordinate with premises maintenance and facility teams for repairs, utilities, and infrastructure needs.
• Supervise housekeeping staff to ensure cleanliness, hygiene, and upkeep of the entire office (pantry, workstations, common areas, washrooms, meeting rooms).
• Monitor and manage office supplies (stationery, pantry, housekeeping, IT consumables) with timely procurement.
• Ensure compliance with safety, security, and hygiene protocols in the office.
• Maintain records of office assets, equipment, and AMC/service contracts.

Travel & Logistics Management

• Arrange end-to-end travel logistics (flights, trains, hotels, cabs) for employees traveling on project visits across India.
• Manage itineraries, travel reimbursements, and vendor bookings for domestic travel.
• Coordinate with project teams for smooth planning of on-site visits.

Vendor & External Coordination

• Act as the point of contact for external service providers (courier, housekeeping, maintenance, IT support, travel agents, etc.).
• Negotiate with vendors for cost efficiency and service quality.
• Track invoices and coordinate with accounts for timely payments.

Employee & Team Support

• Support HR/admin team with new joiner onboarding (welcome kits, seating, ID cards, etc.).
• Assist in organizing office events, festivals, team activities, and celebrations.
• Handle meeting room scheduling, refreshments, and coordination for internal and client meetings.
• Provide administrative assistance to management and employees when required.

General Administration & Reporting

• Track and report basic office expenses, utility bills, and consumables.
• Maintain databases, checklists, and trackers for admin and facility-related activities.
• Identify gaps in processes and suggest improvements for smoother operations.
• Handle confidential information with integrity and discretion.

Desired Skills & Qualifications

• Bachelors degree or diploma in Business Administration, Hospitality, or related field.
• 25 years of experience in front desk, office administration, or facility management.
• Excellent communication, presentation, and interpersonal skills.
• Strong organizational and multitasking abilities with attention to detail.
• Ability to remain calm and efficient under pressure.
• Tech-savvy, with proficiency in MS Office, Google Workspace, and basic office equipment.
• Professional, approachable, and service-oriented attitude.

What We Offer

• A dynamic role with exposure to administration, facilities, vendor management, and travel coordination.
• Opportunity to interact across teams and with external stakeholders.
• A professional environment that values initiative, responsibility, and growth.
• A collaborative, people-first workplace culture.