Sr. Executive - Front Office & Administration

Key Responsibilities Front Office & Reception Management
Manage reception operations, attend incoming calls, and direct them to the concerned employees.
Welcome visitors, guests, auditors, and vendors and coordinate meeting arrangements.
Ensure reception, meeting rooms, training rooms, and common areas are clean, organized, and ready for use.
Maintain visitor records, courier documentation, lunch coupons, and other front-office records.
Coordinate employee onboarding requirements, including ID cards, access cards, name boards, and office supplies.
Administration & Facility Coordination
Coordinate housekeeping, pantry staff, office assistants, and other support staff for smooth day-to-day operations.
Maintain adequate stock of pantry supplies, drinking water, newspapers, first-aid items, stationery, printing materials, and other office consumables.
Manage procurement activities and coordinate with vendors for administrative requirements.
Verify vendor invoices, maintain records, and coordinate invoice processing with the Admin & Accounts team.
Handle Admin Helpdesk tickets through Darwinbox and ensure timely resolution through coordination with internal support teams.
Travel Management
Handle domestic and international travel bookings, including flights, hotels, and cab arrangements.
Manage visa processing, forex, and travel insurance requirements.
Coordinate group travel arrangements efficiently.
Process and validate travel bills, reimbursements, and related expenses.
Transport & Vehicle Coordination
Monitor the movement and utilization of office vehicles.
Assign trips and ensure proper scheduling and availability of vehicles.
Corporate Uber Management
Manage employee access (Women Employees only) on the Corporate Uber platform.
Update the system for new joiners and exited employees.
Track usage and process monthly billing with necessary approvals.
Vendor Management
Onboard and manage travel, transport, and other administrative vendors.
Ensure vendor quality, compliance, service delivery, and cost-effectiveness.
Administration Systems Coordination
Handle Admin Helpdesk tickets within defined timelines and service levels.
Coordinate with IT for travel and front-office systems, applications, and related updates.
Event Coordination
Support and coordinate corporate events, employee engagement activities, festivals, town halls, and office events.
Provide administrative support and undertake additional responsibilities assigned by the HR & Administration team from time to tim e.

Work arrangement
No