We are looking to recruit an experienced Front Office Executive in our Bengaluru office who will be a one of the key members of our Administration Team in India.
Here at Buro Happold, expect the exceptional.
To deliver friendly and welcoming customer service; supporting business requirements with meeting arrangements, switchboard, delivery of post/couriers and provide support for facilities related tasks on Ad Hoc basis. Providing an efficient service to internal and external clients.
Your skills and experience
Front Desk
- Meeting & Greeting the Clients/Vendors/Visitors
- Arrangement of tea/coffee and ordering lunch (when required) for visitors.
- Responsible for managing the activation of new employee/visitor’s access cards.
- Understanding the card activation procedure and being responsible for the issuance of these to all new employees and visitors as required.
- Responsible for the presentation and cleanliness of the reception area
- Accurate management of the meeting room calendar and assistance with scheduling meeting rooms for staff members as required.
- Managing the Office, Pantry, washrooms & internal meeting rooms upkeep & maintenance regularly.
- Updation of First Aid Box medicine
- Updation of Grab Bag (as per Audit compliance)
Courier Services
- Coordinate between Requisitioner and Courier Agency for Document/Asset etc. courier
- Preparation of necessary docs, obtaining necessary approvals & Maintaining records
- Handling of vendor creation, Printing Invoices, PO’s, GRN and submission to Finance
- Providing assistance with the arrangement of courier services at the request of staff members
- Accepting and arranging courier drop offs and collections on behalf of staff members
- Maintaining the monthly in and out office courier register, which requires all incoming and outgoing courier deliveries to be logged
- Accurate filing of all courier dispatch receipts (challans)
- Responsible for following up on all dispatched items to confirm delivery has been completed and maintaining a record of all Proof of Delivery (POD) records from the courier company accordingly.
OLA/Uber Corporate Account Management
- Travel Dashboard Management
- Downloading PDF & excel invoices & submit to finance.
- Check balance on weekly basis and share balance update with finance team
Log / record maintenance
- Maintaining and managing the weekly drawing submission log.
- Booking vehicles for the delivery of drawing submittals, confirming delivery has been completed and maintaining an accurate record of this activity.
- Maintaining Visitors book
- Maintaining site visits register
- Maintaining Library (Inward / Outward entries / Management)
- Allocation of Access Cards, Stationery & Attendance Muster
General Duties
- Printing of ID card, name plates & Employee wall photos & ensuring all new and existing staff member photos are updated on the company intranet & reception wall
- Ensure the “Project concept reports system / cupboard” / Tender Documents cupboard is up to date at all times
- Booking transportation i.e. taxi bookings or local drivers for staff members / Radio Cabs (Ola & Uber) Assistance as when required.
- Managing and updating vendor files as advised by office manager
- Reception telecom management.
Apply now and be where exceptional is everywhere.
#LI-MS1 #Onsite