Front Office Associate

Position: Receptionist / Front Desk Associate/Executive
Job Purpose To manage front desk operations and provide administrative support to ensure smooth day-to-day functioning of the Head Office, while maintaining professional communication and coordination with employees, visitors, candidates, vendors, and internal departments.
Key Responsibilities-
- Manage Reception / Front Desk operations, including visitor handling and maintaining a professional reception area.
- Handle telephone calls, messages, and general communication and direct them to the concerned departments.
- Manage meeting room bookings, arrangements, and records.
- Handle courier, incoming/outgoing documents, and basic document management.
- Coordinate travel and accommodation arrangements, including air ticket booking.
- Provide day-to-day administrative coordination and support to employees and departments.
- Maintain staff petrol/conveyance tracking sheets and related records.
- Coordinate supplier allocation with the Purchase and Subcontract teams as required.
- Arrange food and refreshments for training sessions and meetings.
- Coordinate training sessions and meeting room arrangements and maintain related records.
- Maintain PDC cheque records and tracking sheets.
- Support and coordinate internal and external audits related to Head Office Administration.
- Maintain updated audit records, registers, documents, and supporting evidence.
- Verify canteen bills, rent bills, maintenance bills, and other administration-related invoices received from project sites.
- Maintain invoice inward records in tracking sheets and follow up with the Billing and Accounts Departments regarding payment status.
- Supervise the daily activities of housekeeping and pantry staff and ensure proper office cleanliness and upkeep.
- Facilitate interview candidate coordination by providing required application forms and informing HR for the further interview process.
- Prepare and coordinate official correspondence and administrative emails as required.
- Provide general administrative and front office support to ensure smooth functioning of the Head Office.
- Maintain a professional and welcoming environment for visitors, candidates, clients, and employees.