Front Desk Receptionist

This role is for one of the Weekday's clients

Salary range: Rs 400000 - Rs 450000 (ie INR 4-4.5 LPA)

Experience: 3+ yrs

Location: Mumbai

Job Type: full-time

We are seeking a professional and highly organized Receptionist cum Admin Executive to oversee front office operations, administrative coordination, and provide executive support to management when required. This role serves as the first point of contact for visitors, clients, and employees, ensuring a welcoming and professional office environment while maintaining smooth day-to-day administrative operations.

The ideal candidate will possess excellent communication skills, strong organizational abilities, and a customer-focused approach. In addition to managing reception activities, the role involves coordinating office administration, vendor management, facility operations, and supporting management with scheduling, documentation, and operational tasks. This position is ideal for an individual who thrives in a fast-paced environment and can effectively manage multiple responsibilities with professionalism and attention to detail.

Key Responsibilities

• Manage front office operations and serve as the primary point of contact for visitors, clients, and guests.
• Welcome visitors professionally and ensure a seamless visitor management experience.
• Handle incoming and outgoing calls, emails, and correspondence efficiently.
• Maintain visitor records, visitor passes, and reception documentation.
• Coordinate courier, postal, dispatch, and communication activities.
• Ensure the reception area and meeting spaces remain organized, presentable, and operational at all times.
• Schedule meeting rooms and coordinate visitor arrangements for internal and external meetings.
• Maintain office supplies inventory and coordinate procurement activities as required.
• Liaise with vendors, service providers, and facility teams for office maintenance and operational support.
• Oversee housekeeping, security, and general administrative functions to ensure smooth office operations.
• Maintain office records, files, and documentation with accuracy and confidentiality.
• Support employee onboarding processes and administrative formalities.
• Coordinate travel bookings, accommodation arrangements, and transportation logistics.
• Assist senior management with calendar management, appointment scheduling, and meeting coordination.
• Prepare meeting agendas, maintain minutes of meetings, and track action items.
• Handle confidential information with discretion and professionalism.
• Assist in preparing reports, presentations, business correspondence, and administrative documents.
• Ensure compliance with office policies, procedures, and administrative guidelines.

What Makes You a Great Fit

• Graduate in any discipline; certification in Administration, Office Management, or related fields is an added advantage.
• 3–5 years of experience in Reception, Front Office, Administration, Executive Assistant, or similar roles.
• Strong experience in reception management and handling customer-facing responsibilities.
• Proven expertise in vendor coordination and office administration activities.
• Excellent verbal and written communication skills with strong command of English; proficiency in Hindi and local languages is beneficial.
• Strong interpersonal and customer service skills with the ability to engage professionally with visitors, clients, and senior stakeholders.
• Proficiency in Microsoft Office applications including Excel, Word, PowerPoint, and Outlook.
• Strong organizational, multitasking, and time-management capabilities.
• Experience handling customer walk-ins, VIP visitors, and executive interactions.
• Ability to maintain confidentiality, professionalism, and attention to detail.
• Well-groomed personality with a positive attitude and excellent presentation skills.
• Strong problem-solving abilities and a proactive approach to managing responsibilities.
• Ability to work independently while effectively collaborating with cross-functional teams.
• Flexible and adaptable to support business requirements, events, and administrative priorities when needed.