Job Description
Job Summary:- The Front Office Executive & Administration Executive is responsible for the efficient management of front office operations, administration, facilities, transportation, security, employee support services, visitor management, and office infrastructure. The role ensures a professional, secure, safe, and well-maintained workplace environment while supporting business continuity through effective coordination with employees, vendors, facility teams, and management.
Key Responsibilities
1. Front Office Management
a) Reception Operations
- Greet and welcome visitors, clients, candidates, vendors, and employees professionally.
- Act as the first point of contact for all visitors and callers.
- Maintain a positive image of the organization through professional conduct and communication.
b) Call & Correspondence Management
- Handle incoming and outgoing telephone calls.
- Screen and route calls to the appropriate departments.
- Record and communicate messages accurately.
- Manage official emails and correspondence related to administration.
c) Reception Area Management
- Ensure the reception area remains clean, organized, and presentable at all times.
- Monitor visitor seating arrangements and hospitality requirements.
- Coordinate refreshments for guests and management meetings when required.
2. Visitor Management & Access Control
a) Visitor Registration
- Register all visitors through the Visitor Management System (VMS).
- Verify visitor identity and obtain necessary approvals before entry.
- Issue visitor badges/passes and maintain visitor records.
b) Visitor Coordination
- Inform concerned employees regarding visitor arrivals.
- Guide visitors to designated meeting rooms or departments.
- Ensure visitors comply with company security policies.
c) Access Control
- Monitor access to restricted and sensitive areas.
- Ensure only authorized personnel are permitted entry.
- Maintain records of visitor entry and exit details.
3. Administration & Office Operations
a) Office Administration
- Manage day-to-day administrative activities.
- Maintain administrative records, files, and documents.
- Support management and departments in administrative requirements.
b) Stationery & Consumables Management
- Monitor inventory levels of stationery, pantry items, and office consumables.
- Raise purchase requisitions and coordinate procurement.
- Ensure uninterrupted availability of required office supplies.
c) Courier & Dispatch Management
- Coordinate inward and outward courier services.
- Maintain courier logs and delivery records.
- Ensure proper receipt and dispatch of company documents.
4. Attendance & Employee Movement Management
a) Attendance Monitoring
- Monitor employee attendance and working hours.
- Ensure attendance records are maintained accurately.
- Verify shift attendance and movement records.
b) Leave & Movement Tracking
- Maintain records of employee leaves, permissions, and outdoor duties.
- Coordinate attendance discrepancies with HR.
- Monitor employee punch-in and punch-out records.
c) Reporting
- Generate daily and monthly attendance reports.
- Share attendance deviations with HR and department heads.
5. Biometric & Access Card Management
a) Biometric System Administration
- Manage biometric attendance systems.
- Register new employees in attendance systems.
- Update employee records as required.
b) Troubleshooting
- Coordinate with vendors and IT teams for system maintenance.
- Report system failures and ensure timely resolution.
c) Employee Support
- Train employees on attendance and biometric processes.
- Resolve attendance-related queries.
6. Security Management
a) Security Compliance
- Ensure compliance with company security policies and procedures.
- Support implementation of security controls across office premises.
b) Security Monitoring
- Monitor employee and visitor movement.
- Maintain confidentiality and security of organizational assets and information.
c) Security Incident Management
- Report security breaches, suspicious activities, and incidents immediately.
- Maintain records of security violations and corrective actions.
7. Security Guard Supervision
a) Main Gate Security Control
- Coordinate and supervise security guards deployed at office premises.
- Ensure strict adherence to visitor management and access control protocols.
b) Daily Security Briefing
- Conduct regular discussions with security personnel regarding security updates and concerns.
- Ensure guards remain informed about visitor protocols and emergency procedures.
c) Performance Monitoring
- Monitor security personnel performance and discipline.
- Escalate non-compliance or security concerns to management.
8. Housekeeping & Workplace Maintenance
a) Housekeeping Coordination
- Coordinate with housekeeping vendors to maintain workplace cleanliness.
- Ensure regular cleaning of reception areas, meeting rooms, washrooms, cafeterias, and common areas.
b) Facility Inspection
- Conduct periodic workplace inspections.
- Identify and report maintenance requirements.
c) Service Quality Monitoring
- Monitor housekeeping service standards.
- Ensure hygiene and workplace upkeep are maintained.
9. Facility Management Coordination
a) Infrastructure Maintenance
- Coordinate maintenance of office infrastructure.
- Monitor repairs related to electrical, plumbing, carpentry, HVAC, and office equipment.
b) Vendor Coordination
- Liaise with facility management vendors and service providers.
- Track service requests until closure.
c) Asset Monitoring
- Monitor office furniture and common utility assets.
- Ensure timely replacement and maintenance.
10. Transportation Management
a) Employee Transportation Coordination
- Manage employee transportation services including cabs, buses, and shuttle services.
- Coordinate daily transportation requirements for employees.
b) Vendor Management
- Liaise with transportation vendors for route planning and vehicle deployment.
- Ensure vehicles operate as per agreed service levels.
c) Shift Transportation Planning
- Prepare shift-wise transportation schedules.
- Coordinate pickup and drop arrangements for employees.
d) Transportation Compliance
- Verify driver licenses, vehicle permits, insurance, fitness certificates, and statutory documents.
- Ensure compliance with transportation safety standards.
e) Transportation Reporting
- Maintain transport utilization reports.
- Monitor transportation costs and vendor performance.
- Verify and process transport vendor invoices.
f) Employee Support
- Address transportation-related complaints and escalations.
- Coordinate emergency transport requirements during operational exigencies.
11. Power Conservation & Utility Management
a) Energy Monitoring
- Ensure optimum utilization of electrical equipment.
- Promote energy-saving initiatives.
b) Utility Control
- Ensure lights, ACs, and electronic equipment are switched off when not in use.
- Monitor utility consumption and report abnormal usage.
c) Employee Awareness
- Create awareness regarding power conservation and sustainability initiatives.
12. Fire & Safety Management
a) Fire Safety Compliance
- Ensure fire safety equipment remains operational.
- Monitor validity and maintenance of fire extinguishers and emergency equipment.
b) Emergency Preparedness
- Conduct fire drills and evacuation exercises.
- Educate employees on emergency response procedures.
c) Safety Inspections
- Identify workplace safety hazards.
- Coordinate corrective actions with facility and safety teams.
13. CCTV & Security Systems Monitoring
a) CCTV Monitoring
- Ensure CCTV systems are operational.
- Coordinate maintenance and troubleshooting.
b) Surveillance Management
- Review CCTV records whenever required.
- Report findings related to security investigations.
c) System Maintenance
- Maintain records of CCTV uptime, breakdowns, and preventive maintenance activities.
14. Incident Management & Documentation
a) Incident Reporting
- Record and report security incidents, workplace accidents, safety concerns, and operational disruptions.
b) Investigation Support
- Assist in investigations related to security, facility, or employee incidents.
c) Documentation
- Maintain proper records and supporting evidence for all incidents.
15.Compliance & Audit Support
a) Policy Compliance
- Ensure compliance with company policies and administrative procedures.
b) Audit Support
- Support internal and external audits.
- Provide required records and documentation.
c) Regulatory Compliance
- Assist in maintaining statutory records related to administration, facilities, transportation, and security.