Front Office Specialist

ROLE OBJECTIVE
To support and execute administrative and human resource functions effectively, ensuring smooth departmental operations and uninterrupted overall performance at all times.
DETAILED DUTIES AND RESPONSIBILITIES
Front Desk

Maintain Reception area, meeting rooms, approach and entrance in spick and span condition and visitor-ready at all times.
First point of contact for all visitors; ensure welcomed and made comfortable and directed to relevant teams. Maintain visitor records and front office discipline
Maintenance of attendance records and notify the concerned authorities
Maintenance of registers including inward-outward, visitors, on-duty, samples etc.
EPBAX operation and maintenance.
Update mail/phone directories.

Administration
Stock management for stationery, housekeeping material, pantry material.
Coordinate , visiting card, company stationery with vendor and employees
Ensure all admin & HR routines and procedures as outlined are followed consistently by all
First level verification of all admin/HR vendor invoices.
Collection, first level verification & filing of Employee reimbursement claim and supporting documents
All admin related file management.
Assist in maintaining Admin & HR MIS as required
Assisting the IT team in taking a back-up of data/information as needed.
Coordinate repairs, AMC contracts, and office maintenance.
Facilitate travel and accommodation booking by coordinating with vendors and employees
Coordination with Pan-India Admin/Front desk/HR teams for relevant data/activities
Maintain Office Library and keep inventory and stock of the books and material (with appropriate original library software)
Providing support to other departments and managers.
HR
Onboarding:
Coordinating for joining formalities, Document verification for new joinees, coordinate departmental introduction & assist the new joiner for smooth start. Maintain employee records, personal files, and HR databases
Probation:
Preparation of probation feedback forms as per the list received from HR, follow up for the probation feedback forms, maintain tracker for submission & collection of the forms
Assist in coordination & Execution of Employee Engagement activities
Recruitment:
Call shortlisted candidates to check their availability as provided by HR (Junior level positions only), coordinate interviews of candidate with HR and HODs. Assist in database maintenance of good profiles
Employee Interaction:
Call & check the employees on how they are doing, any support required. Provide the internal inputs shared by employees to HR Manager to plan the welfare/solve grievances.
Assist in all statutory compliance as required by HR and Accounts departments including visiting government offices as and when required
Assist with Organizational Charts

MISCELLANEOUS
Assist Directors & Project teams in maintaining project trackers and follow-up for payments.
Assist BD team in making RFP and pitch presentations as directed.
Follow-up calls to be made to Client Team on payment status.
Behavioral & Professional Competencies
Strong written and verbal communication skills.
Presentable appearance with a high level of professionalism and strict confidentiality at all times.
Demonstrates effective problem-solving ability and sound judgment.
Handles conflicts with maturity, tact, and a solution-oriented approach.