Receptionist Executive

Key Roles and Responsibilities:

1. Reception & Visitor Management

·         Greet and welcome visitors, customers, and suppliers in a courteous and professional manner.

·         Maintain a visitor register and issue visitor passes as per security and company policy.

·         Inform relevant departments or personnel of visitor arrivals.

·         Coordinate meeting room scheduling and cleanliness.

·         Ensure adherence to plant safety and entry protocols for all guests.

2. Communication & Coordination

·         Handle incoming phone calls, emails, and correspondence professionally.

·         Transfer calls or relay messages to concerned departments or employees promptly.

·         Dispatch couriers, letters, and documents; maintain courier and mail registers.

·         Coordinate with internal departments (QA, Production, HR, Purchase, Sales) for routine office communication and support.

3. Administrative Support

·         Assist in maintaining office records, files, and administrative documentation.

·         Manage stationery, office supplies, and housekeeping materials; raise purchase requests when required.

·         Support HR/Admin in organizing meetings, events, or company functions.

·         Assist in maintaining attendance registers or visitor attendance logs if required.

·         Coordinate with drivers, transporters, and delivery personnel for material or document dispatch.

4. Office Management & Upkeep

·         Maintain a clean, organized, and professional front office environment.

·         Ensure display of company signage, certifications, and notices in the reception area.

·         Oversee housekeeping of reception and meeting areas.

·         Report any maintenance issues (AC, lighting, furniture, etc.) to the Admin department.

5. Customer & Vendor Interaction

·         Assist customers, suppliers, or logistics partners visiting the plant with directions and coordination.

·         Handle basic customer service queries or redirect them to appropriate personnel.

·         Maintain confidentiality of customer or vendor information.

6. Support to Management

·         Provide administrative support to HR, Purchase, or Accounts teams as required.

·         Schedule appointments and meetings for senior management.

·         Help in preparation of travel itineraries, accommodation arrangements, and related coordination.

Required Qualifications & Skills

·         Education:

o    Graduate in any discipline (preferably Commerce, Arts, or Business Administration).

·         Experience:

o    1–4 years of experience in front office or administrative roles, preferably in manufacturing or engineering industries.

·         Technical Skills:

o    Basic computer knowledge: MS Office (Word, Excel, Outlook) and office equipment (printer, scanner, intercom).

·         Soft Skills:

o    Excellent communication and interpersonal skills (English & local language).

o    Professional appearance and polite demeanor.

o    Strong organization, time management, and multitasking abilities.

o    Positive attitude, confidentiality, and reliability.

Key Performance Indicators (KPIs)

·         Visitor satisfaction and professionalism in handling guests.

·         Accuracy in call, courier, and visitor records.

·         Timely coordination and communication between departments.

·         Maintenance of a neat and efficient front office environment.

·         Compliance with company security and safety procedures for visitors.

Typical Work Activities

·         Greet and register all visitors, clients, and suppliers.

·         Answer and transfer phone calls and respond to inquiries.

·         Manage meeting room bookings and maintain reception area.

·         Handle incoming/outgoing mail and couriers.

·         Support general office administration and HR activities.

• It is a Full Time Receptionist job for candidates with 6 months - 2 years of experience.