Front Desk Executive

Job Title: Front Office Executive / Receptionist

Department: HR & Admin
Location: Madurai
Reports To: HR Admin Incharge

Job Summary

The Front Office Executive is responsible for managing the reception area, handling visitors and phone calls, maintaining inward and outward registers, and providing administrative support to the HR & Admin department. The role ensures professional front office operations and smooth coordination with employees, vendors, and visitors at the manufacturing facility.

Key Responsibilities

1. Front Desk Management

• Greet and welcome visitors, candidates, vendors, and clients in a professional manner.

• Maintain the visitor register and issue visitor passes as per company policy.

• Inform concerned employees/departments about visitor arrivals.

• Ensure the reception & Head Office area is clean, organized, and presentable at all times.

2. Telephone & Communication Handling

• Receive and transfer incoming phone calls to the appropriate departments.

• Handle general inquiries and provide basic information about the company.

• Maintain updated telephone extension list and contact directory.

3. Inward & Outward Register Maintenance

• Maintain all inward registers for documents, courier, parcels, and official letters received.

• Maintain outward/dispatch registers for documents, courier, and company communications sent outside.

• Ensure proper record keeping of all incoming and outgoing correspondence.

4. Courier & Mail Management

• Receive, record, and distribute incoming courier and postal mail to respective departments.

• Arrange outgoing courier and maintain dispatch records.

• Coordinate with courier service providers when required.

5. Visitor & Security Coordination

• Coordinate with security staff for visitor entry procedures.

• Ensure compliance with company visitor management and security policies.

• Maintain accurate visitor entry and exit records.

6. HR & Admin Support

• Support HR during Interviews, employee joining documentation and onboarding process.

• Maintain basic employee records or files as assigned.

• Provide administrative assistance to the HR & Admin department when required.

7. Office Administration Support

• Maintain front office supplies.

• Assist in arranging meeting rooms and refreshments for meetings or visitors.

• Support general office administrative activities as assigned by management.

Qualification

• Education: Any Graduate

Experience

• 3 years experience in Front Office / Reception / Administrative role.

Skills Required

• Good communication skills.

• Professional behaviour and customer service attitude.

• Basic computer knowledge (MS Office, email handling, record maintenance).

• Good organizational and coordination skills.

• Ability to manage multiple tasks at the front office.

Candidate Preference

Female candidates with a stable work history and good communication skills are preferred.

Key Competencies

• Communication & interpersonal skills

• Professional etiquette

• Time management

• Attention to detail

• Record management skills

• It is a Full Time Receptionist job for candidates with 2 - 4 years of experience.