Job Summary:
Is the first point of contact at the office, will ensure all visitors are warmly welcomed, oversee all front desk activities and provide administrative and executive assistance as needed. Will develop, review, and enhance administrative systems and policies, fostering a great office environment. Responsibilities include managing front office reception and driving key administrative tasks for smooth office operations. We seek someone with a strong sense of ownership, action orientation, and customer focus. Should be positive, approachable, and prioritize people's needs to boost office productivity. This role will be the central point for all administrative support.
Key Roles and Responsibilities:
- Ensure front office area is neat and presentable and equipped with necessary material.
- Receive and welcome guests.
- Make arrangements for food and refreshments for guests and provide any other assistance to guests as required.
- Answer queries and handle issues received at the front desk.
- Answer incoming calls, relay messages and redirect as necessary.
- Receive and distribute all incoming correspondence and maintain records of receipt.
- Receive packages and materials, manage delivery challans and other receipt documents and maintain records of receipt
- Ensure dispatch and delivery of outgoing correspondence and material and maintain records and documentation related to dispatch
- Manage office supplies of stationary, medicines, food and beverages, pantry supplies, housekeeping equipment etc. and order stock as required
- Coordinate with vendors for office repairs and maintenance and supervise their staff.
- Make arrangements for office events and activities
- Ensure smooth day-to-day facility operations and cleanliness.
- Handle customer helpdesk and record issues.
- Organize office events and maintain files.
- Provide executive assistance to management.
- Arrange travel and accommodation.
- Track daily expenses and generate reports.
- Format internal and external communications.
- Adhere to high quality work standards.
- Responsible for maintaining Confidentiality, Integrity and Availability of Vehere’s information assets including business critical information.
Skills and Experience:
- Bachelor’s Degree or equivalent experience as an Executive Assistant, Sales Coordinator, Personal Assistant, or similar role with 4-6 years of experience.
- Experience in managing CRM tools like Salesforce.
- Excellent proficiency in MS Office.
- Professional appearance and demeanor.
- Excellent interpersonal skills and pleasing personality
- Strong organizational and time management skills, with the ability to prioritize and handle multiple assignments while meeting deadlines.
- Familiarity with office gadgets and applications, such as e-calendars and copy machines.
- Exceptional verbal and written communication skills.
- High level of discretion and confidentiality.
- Ability to multi-task and handle pressure.
- Problem solving skills.
- Customer orientation.
