Front Office Manager & PA

Job title:

Front Office Manager & Director's PA

Location:

Gurugram

Roles and responsibilities:

1. Front Office Tasks:

This is the "Public" side of the role. You are the face of the company and the gatekeeper of the office.

- Guest Hospitality:
Greet every person who walks into the HQ. You are expected to offer them a seat, provide water/tea/coffee, and make them feel welcome while they wait.
- Call Management:
Answer the main company line professionally. You must identify the caller’s needs and route them to the correct department or take an accurate message.
- Reception Maintenance:
Ensure the front desk and waiting lounge are always tidy, professional, and reflect a high-end travel brand.
- Office Supply Management:
Monitor and order office stationery and pantry supplies (coffee, snacks, printer ink) so the HQ never runs out of essentials.
- Inward/Outward Mail:
Receive all packages and documents. For family-related deliveries, you will coordinate getting them to the house; for office mail, you will distribute it to the team.

2. Personal Tasks:

This is the "Private" side of the role. You are managing the logistics of the directors' lives from your desk.

- Financial Record Keeping:
Maintain a daily/weekly family finance log. You will track expenses, pay bills and save digital receipts, and ensure the monthly "household balance sheet" is accurate.
- Household Procurement:
Manage the "shopping list" for the home. This includes ordering groceries, home essentials, and personal items (gifts, clothing, etc.) using apps for delivery to the house or office.
- Travel & Logistics:
Handle all travel for the family. This includes booking flights, managing visa applications, checking in for flights, and arranging ground transport/airport pickups.
- Appointment Setting:
Manage the personal calendars of the directors. You will book doctor’s appointments, wellness sessions, and restaurant reservations.
- Weekend Virtual Support:
Be available via Whats App/Phone on weekends to handle urgent travel changes or immediate appointment needs

3.The "Hybrid" Expectations:

Because these two roles happen at the same desk, we expect:

- Total Discretion:
You will see private bank statements and hear business secrets. None of this information ever leaves your desk.
- Digital Efficiency:
You will use a headset and multiple browser tabs to switch between "Office Calls" and "Family Shopping" instantly.
- The "Face" of the Brand:
Even when you are busy with a family finance log, you must immediately stop and prioritize a guest the moment they walk through the door.
- Shared Loyalty:
You are supporting three directors. You must be able to balance the needs of all three without letting one person's tasks fall behind.

Skills Needed

- Discretion & Integrity:
- Ability to handle highly confidential business and personal information with absolute professionalism, integrity, and discretion.
- Operational & Digital Efficiency:
- Strong multitasking and context-switching skills; proficiency in tools such as Excel and digital systems to manage data, records, and coordination accurately and efficiently.
- Communication & Brand Representation:
- Excellent verbal and written communication skills with the ability to represent the leadership and the organization professionally; adaptable tone for diverse stakeholders.
- Strategic Coordination:
- Capability to manage complex calendars, multiple stakeholders, and overlapping priorities while ensuring timely execution and follow-ups.
- Problem Solving & Composure:
- Calm, solution-oriented approach in high-pressure situations, with the ability to prioritize tasks dynamically and respond effectively to changing requirements.