Front Desk Admin – Extinct Fire Engineers Pvt Ltd – Full Job Description

Company: Extinct Fire Engineers Pvt Ltd
Location: Andheri, Mumbai, Maharashtra
Job Type: Full-time
Salary: ₹20,000 – ₹23,000 a month

DESIGNATION: EXECUTIVE – FRONT DESK AND ADMINISTRATION

JOB PROFILE:

• Managing the Front Desk/ Reception Area.
• Answer and screen all incoming telephone calls in a professional and timely manner; take accurate messages with a high level of professionalism and courtesy.
• Dealing appropriately on queries or requests from all the incoming guests and maintain proper visitor’s data.
• Understand company organisational structure to refer calls and visitors/ guests to the respective individual.
• Demonstrates a high level of professionalism in dealing with confidential and sensitive issues.
• Provide all aspects of daily support to key management personnel, Maintaining Contact Data Base, Meeting coordination, critical e-mail and phone correspondence, update and maintain filing system.
• Manage the meeting room bookings and occupancy.
• Providing proper secretarial and administrative support to the executives.
• Taking care of General administrative support to the executives.
• Keeping track that good housekeeping standards are followed.
• Internal Co-ordination in any form, drafting letters and maintaining courier records.
• Maintaining proper checklist related to housekeeping activities to ensure upkeep of facility.
• Procurement and Inventory management.
• Managing day to day purchase of office requirements, preparing purchase request order and getting approval, maintaining inventory of stationary. Medicines etc. and maintain the record.
• Travel Arrangements with respect to ticket booking (Air, Rail, and Road)
• Overall Event Management activities.
• Check bills pertaining to front desk for accuracy and ensure timely payments.
• Supporting Director in her day to day work as when assigned.
• Directors Co-ordination
• Checking whether un-worked/unknown/irrelevant persons are in the reception area.
• Any other work appropriate to the post.

Administration:

• Monitoring timely purchase of stationary.
• Ensuring that there are three Quotations for any Admin Related Requirement that needs to be purchased.
• Monitoring the proper working of Telephone, Water Purifier, Office Chairs, Vanishing Blinds, and Electrical Equipments like fridge, microwave, etc.
• Monitoring printing related purchase like letterhead, visiting cards, cash voucher requisition form, challans, etc.
• Maintenance and Timely renewal of AMC’s.
• To monitor proper office maintenance through communicating with concerned persons like Electricians, AC Repairers, etc.
• Monitoring the function of networking like CCTV, Projector, and LAN Points etc.
• Monitoring clearance of courier bills, stationery bills, card payments, etc.
• Monitoring proper ticket booking whenever required.
• Ensuring maintenance of Library Books.
• Ensuring availability of Keys.
• Attending to Builder Queries.
• Front Desk Executive &Admin Assistant, office Boys and Housekeeping’s Reporting Authority.
• Verifying the Bills Payments for Airtel Mobile, Airtel Landline along with the approvals.
• Cost Control Analysis.
• Assisting in Directors Personal work (E.g. – Banking or any related duties) and official work too.
• Handling Interview Co – ordination.
• Induction to the New Joinees.
• Any Multitasking work related to the Front Desk/Admin/Internal Co-ordination.
• Drivers scheduling and Drivers salary.
• Overall Housekeeping Monitoring and Housekeeping Monthly Salary.

Other Terms and Conditions of the Job Role:

• Ticket Bookings on Public Holidays/Sundays too without any Complaints/Excuses whatsoever.
• Post 2 month of the joining in case any of the Failed Bookings which may Result in any Cost Escalation shall be borne by you.
• You shall reply back to All the Emails within 24 hours with the Action to be Taken or Else a Resolution to the problem.
• All the Bills/Invoice/Any Such Activities where there is a Requirement of Billing has to be approved by the HR Manager.
• You shall not commit any thing to any Vendors/Business Associates or any such persons involved your day today working unless and until provided in written by the Immediate HOD.
• Daily End of the Day Reports to be compulsorily sent to the HOD.
• Your Appraisals shall be strictly judged on the Cost Reduction that you get for the company.
• No unprofessionalism /Taking Advantages of any Loopholes in any Form shall be acceptable and there shall be Action initiated as per the company norms.

IDEAL CANDIDATE PREFERENCE

EDUCATION QUALIFICATIONS: Graduate in any Discipline.

CERTIFICATION /SKILL SETS:

• Certification in Office Management/ Company Administration
• MS- Office
• Typing skills – 30 w.p.m or more

EXPERIENCE: Minimum 2 years of experience in Front Desk and Administration.

OTHER PROFICIENCY:

• Excellent Communication Skills in English
• Pleasing Personality
• Welcoming Attitude and Approach.
• Good Emotional Quotient.
• Ability to handle visitors (people).
• Adaptable to change
• Keen to Learn

Job Type: Full-time
Pay: ₹20,000.00 – ₹23,000.00 per month
Benefits: Health insurance, Provident Fund
Schedule: Day shift
Language: English (Preferred)
Work Location: In person