Front Office Cum Office Assistan

Front Office Cum Office Assistant
The Search House • Bengaluru, Karnataka • via Adzuna
Full–time
Apply on Adzuna
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Job description
Job Overview:

The Front Office Cum Office Assistant serves as the first point of contact for visitors and callers and plays a critical role in supporting the smooth operation of the office. This position includes the typical administrative tasks associated with front desk operations and expands to include assisting the directors with their daily tasks, managing schedules, and handling confidential correspondence. The ideal candidate will be highly organized, proactive, and have excellent communication skills.

KEY RESPONSIBILITIES:

Greeting Visitors :
• * Welcome visitors, clients, and guests professionally, ensuring they are directed to the correct person or department.
• Maintain a clean and organized reception area.

Managing Incoming Calls and Emails:
• * Answer and direct phone calls to the appropriate personnel.
• Respond to general email inquiries and forward them as necessary.
• Handle inquiries and provide information about the company and its services.

Scheduling Appointments:
• * Manage and schedule appointments for visitors and staff.
• Organize meeting rooms and ensure any necessary materials or equipment are available.

Mail and Deliveries:
• * Sort and distribute incoming mail and packages.
• Prepare outgoing mail, ensuring correct timely dispatch.

Maintaining Front Office Inventory:
• * Track and order office supplies as needed.
• Keep inventory of office equipment, ensuring they are in good working order.

General Office Support:
• * Perform general clerical duties, such as filing, photocopying, and scanning documents.
• Assist with other ad hoc administrative tasks as required.
• Assisting Directors:

Diary Management:
• * Organize and maintain the director(s)' calendars, schedule meetings, appointments, and travel arrangements.
• Prioritize requests and ensure that the director(s) are prepared for meetings and other engagements.

Correspondence Handling:
• * Draft and manage letters, emails, and other communications on behalf of the directors.
• Ensure that sensitive and confidential information is handled appropriately and securely.

Meeting Coordination:
• * Organize meetings, prepare agendas, take minutes, and distribute them.
• Ensure the director(s) have all necessary documents and materials for meetings.

Travel Arrangements:
• * Make travel arrangements for the director(s), including flights, hotel bookings, and transport.
• Ensure all logistics are in place for smooth travel experiences.

CANDIDATE PROFILE:
• Excellent Communication Skills: Strong written and verbal communication skills with the ability to interact effectively with a variety of stakeholders.
• Organizational Skills: Highly organized with a strong ability to prioritize tasks and manage time effectively.
• Attention to Detail: Ability to manage multiple tasks without compromising on quality and accuracy.
• Proficiency in Microsoft Office: Advanced proficiency in MS Office (Word, Excel, PowerPoint, Outlook
• Discretion: Must handle sensitive and confidential information with professionalism and care.
• Customer Service Orientation: A professional, friendly demeanor when dealing with clients, visitors, and staff.
• Adaptability: Flexible and able to handle changing priorities and work under pressure.

Preferred Qualifications:
• Graduate with prior experience in front office or administrative support roles, preferably in a corporate or professional environment.
• Educational Background: High School Diploma or equivalent. A degree in business administration or a related field is an advantage.

Multitasking Ability: Capability to juggle multiple tasks while maintaining high productivity levels.

Company Profile :

Our client is a leader in renewable energy with services spanning innovative solutions in wind and solar projects, turnkey Electrical EPC, and cutting-edge technologies like storage, EV charging, and green hydrogen. Dedicated to advancing clean, efficient, and impactful energy solutions from transmission lines to substations. Revolutionizing Energy Systems for a Better Tomorrow

The focus is on sustainable energy solutions for both private and public energy infrastructure projects, with a focus on innovation and sustainability