Receptionist cum Admin Executive

Job Description: Receptionist cum Admin Executive

Position Title: Receptionist cum Admin Executive

Department: Administration

Location: Vile Parle, Mumbai, Maharashtra

Reporting To: Admin Head

Employment Type: Full-time

Role Overview

The Receptionist cum Admin Executive will be the first point of contact for visitors and callers, while also supporting daily administrative and office operations. This role ensures smooth functioning of the workplace by handling reception duties, coordinating office activities, and providing administrative support to various teams.

This is an ideal role for a well-organized, polite, and proactive individual comfortable with multitasking in a small office environment.

Key Responsibilities

1. Front Desk & Visitor Management

• Greet visitors warmly and direct them to the appropriate staff or meeting room.
• Manage the front desk area, ensuring it is clean, presentable, and functional.
• Handle incoming calls, emails, courier packages, and enquiries.
• Maintain visitor logs and security protocols.

2. Administrative Support

• Manage calendars, schedule meetings, and coordinate appointments.
• Assist in preparing letters, documents, and basic reports.
• Maintain filing systems (digital and physical).
• Coordinate travel bookings, accommodation, and logistics for employees or guests.
• Support onboarding tasks such as ID card creation, welcome kits, and desk setup.

3. Office Management

• Monitor and maintain office supplies, stationery, pantry items, and equipment.
• Coordinate with external vendors (housekeeping, courier, maintenance, IT support, etc.).
• Ensure office facilities (AC, printers, Wi-Fi, utilities) are functioning smoothly.
• Oversee housekeeping and pantry operations for overall office hygiene.

4. Event & Meeting Support

• Assist in preparing meeting rooms (seating, refreshments, equipment).
• Support internal events, celebrations, and team activities.
• Manage hospitality for visitors, interviews, and client meetings.

5. Record Keeping & Data Management

• Maintain attendance records, visitor lists, and basic admin MIS.
• Track petty cash expenses and maintain receipts.
• Support HR and Admin teams in maintaining employee records (if applicable).

Skills & Qualifications

Education

• Graduate in any discipline (preferred).
• Certification in office administration or front office management is an advantage.

Experience

• 13 years in front office, receptionist, or administrative roles.
• Experience in a small/medium office environment preferred.

Technical Skills

• Proficiency in MS Office (Word, Excel, Outlook).
• Comfortable using computers, email systems, and office equipment.
• Basic understanding of admin processes, filing, and documentation.

Soft Skills

• Excellent communication and interpersonal skills.
• Professional grooming and polite telephone etiquette.
• Strong organizational skills and attention to detail.
• Ability to multitask in a fast-paced, small-office environment.
• Positive attitude, reliability, and confidentiality.

Key Performance Indicators (KPIs)

• Front desk responsiveness and visitor service quality.
• Timeliness and accuracy in admin tasks.
• Office upkeep and vendor coordination efficiency.
• Internal employee satisfaction (admin-related).
• Documentation accuracy (records, logs, petty cash)

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