Executive - Front Office, Travel Desk & Boardline

Job Description

Role & responsibilities

Location: Mumbai (Local candidate only)

1. Reception & Guest Relations:

Greet and welcome guests professionally as they arrive and direct them to the appropriate person or meeting room.
Ensure the reception area is tidy and presentable with all necessary stationery (pens, forms, company stamps, etc.).
Coordinate with housekeeping and office staff to ensure the reception, meeting rooms, and office floors are well-maintained at all times.
Ensure refreshments (tea/coffee) are served promptly to all guests.

2. Boardline & Communication:

Answer, screen, and forward incoming phone calls via the boardline.
Maintain an updated internal directory (Telephone Extensions & Mobile numbers) and circulate it to staff regularly.
Manage daily mail, deliveries, and couriers, including sorting, distribution, and record-keeping.

3. Travel Desk & Accommodation:

Manage end-to-end travel bookings (flights, trains, etc.) and hotel accommodations for staff and guests.
Coordinate directly with travel agents, hotels, and guest house caretakers to ensure seamless travel experiences.

4. Office Administration & Maintenance:

Manage meeting room and conference room bookings.
Coordinate with vendors for facility maintenance, including air conditioning, pest control, plumbing, and carpentry.
Maintain inventory for office supplies (stationery, housekeeping, and cafeteria materials) and submit monthly bills to the accounts department.
Manage petty cash for office boys, guest food, and miscellaneous work (photocopying, franking, stamp papers, etc.) and submit timely expense reports.
Perform clerical duties such as filing and photocopying, and assist in ad-hoc administrative tasks during company events.

Required Skills & Qualifications:

Education: Graduate in any stream.
Experience: 56 years of relevant experience in Front Office/Admin roles.
Communication: Excellent verbal and written communication skills in English, Hindi, and Marathi.
Technical Skills: Proficient in MS Office (Word, Excel) and handling EPABX/Boardline systems.
Personal Attributes: Polished appearance, polite demeanor, and the ability to multitask in a fast-paced environment.
Location: Must be a local resident of Mumbai.