Executive Receptionist

Job Title: Executive Receptionist

About the Role

Santhosh Infinity Infra Pvt. Ltd. (SIIPL) is seeking a professional, well-organized, proactive, and customer-focused Executive Receptionist to manage front office operations, visitor reception, customer enquiries, telephone communications, appointment scheduling, administrative coordination, and daily reception activities.

Key Responsibilities

• Front Office & Reception Management

• Manage daily front desk and reception operations.

• Welcome customers, visitors, vendors, and business associates professionally.

• Maintain a clean, organized, and presentable reception area.

• Ensure visitors receive timely assistance and proper guidance.

• Monitor reception opening, closing, and daily operational procedures.

• Maintain professional appearance, etiquette, and workplace discipline.

• Coordinate reception supplies, stationery, and office requirements.

• Visitor & Guest Management

• Register and maintain records of all incoming visitors.

• Record visitor names, contact details, purpose of visit, and meeting information.

• Verify appointments and inform the concerned employees or departments.

• Guide visitors to designated meeting rooms or departments.

• Arrange seating, refreshments, and hospitality for official guests.

• Telephone & Communication Management

• Attend incoming office calls promptly and professionally.

• Transfer calls to the appropriate departments or employees.

• Record messages and ensure timely communication.

• Manage official WhatsApp, email, and other assigned communication channels.

• Respond to general company and service enquiries.

• Maintain incoming and outgoing call registers.

• Follow up on missed calls and pending communication requests.

• Escalate urgent customer concerns to the appropriate department.

• Customer Enquiry & Lead Coordination

• Handle enquiries regarding residential plots, properties, construction, interiors, and property management services.

• Collect customer names, contact details, locations, budgets, and requirements.

• Record enquiries received through calls, WhatsApp, emails, websites, and walk-ins.

• Enter and update customer enquiries in the CRM system.

• Assign qualified enquiries to the Sales or concerned department.

• Coordinate customer follow-ups and appointment confirmations.

• Track enquiry status and ensure timely communication.

• Maintain customer information accurately and confidentially.

• Appointment & Meeting Coordination

• Schedule appointments for management, sales executives, and departmental representatives.

• Maintain meeting calendars and appointment registers.

• Confirm customer meetings, business discussions, and official visits.

• Coordinate meeting rooms, seating, refreshments, and presentation arrangements.

• Inform employees and visitors about appointment changes.

• Assist in arranging internal meetings and management reviews.

• Maintain meeting schedules and follow-up records.

• Real Estate Sales & Site Visit Support

• Provide customers with approved information about SIIPL projects and services.

• Coordinate property enquiries with the Sales Department.

• Schedule property presentations, customer meetings, and site visits.

• Share approved project brochures, location details, and contact information.

• Coordinate with sales executives regarding customer visit schedules.

• Maintain records of site visit appointments and customer feedback.

• Follow up on pending customer appointments as instructed.

• Avoid making unauthorized pricing, availability, or project commitments.

• Office Administration & Documentation

• Support the Office Administration Manager in daily administrative activities.

• Maintain reception files, visitor records, registers, and official correspondence.

• Handle incoming and outgoing courier, postal, and document deliveries.

• Coordinate printing, scanning, photocopying, and filing requirements.

• Maintain records of documents received and dispatched.

• Assist with office stationery and supply requests.

• Support administrative documentation and data entry.

• Ensure proper storage and confidentiality of official documents.

• Employee & Department Coordination

• Coordinate visitor appointments with employees and department heads.

• Maintain updated internal employee contact directories.

• Communicate internal announcements and administrative instructions.

• Support HR with interview scheduling and candidate reception.

• Assist new employees and interview candidates with initial reception formalities.

• Coordinate with IT, Finance, HR, Sales, and Administration when required.

• Report front office operational concerns to the Office Administration Manager.

• Customer Service & Complaint Handling

• Provide courteous and professional assistance to all customers.

• Listen to customer concerns and record complaints accurately.

• Forward complaints to the appropriate department.

• Track unresolved enquiries and service requests.

• Follow up with departments to ensure timely responses.

• Maintain customer satisfaction and professional communication.

• Escalate sensitive or urgent complaints to management.

• Avoid sharing confidential or unverified information.

• Office Security & Access Coordination

• Monitor visitor entry and exit procedures.

• Coordinate with security personnel regarding visitor access.

• Maintain visitor logs and applicable access control records.

• Ensure unauthorized visitors do not enter restricted office areas.

• Report suspicious activities or security concerns immediately.

• Follow company safety, emergency, and visitor management procedures.

• Protect confidential customer and company information.

• Reception Records & Daily Reporting

• Maintain daily visitor, enquiry, call, and appointment registers.

• Update CRM entries and customer communication records.

• Prepare daily End-of-Day (EOD) reception activity reports.

• Track missed calls, pending enquiries, and unresolved customer requests.

• Submit weekly and monthly front office activity summaries.

• Maintain accurate records of courier deliveries and document movements.

• Report administrative issues and pending tasks to management.

• Event & Hospitality Coordination

• Support arrangements for company meetings, project launches, and business events.

• Coordinate guest invitations, visitor registration, and reception arrangements.

• Assist with customer presentations and promotional activities.

• Manage guest seating, hospitality, and meeting room arrangements.

• Coordinate with event organizers, vendors, and internal departments.

• Maintain professional guest handling during official events.

• Professional Conduct & Company Representation

• Maintain professional grooming, punctuality, and workplace etiquette.

• Represent SIIPL positively in all customer and visitor interactions.

• Communicate clearly, respectfully, and confidently.

• Maintain confidentiality of company, employee, and customer information.

• Follow company policies, reporting procedures, and management instructions.

• Demonstrate initiative, accountability, teamwork, and problem-solving skills.

Requirements & Tech Stack

• Proficiency in MS Office, Excel, Google Workspace, email, and CRM applications.

Qualifications

• Bachelor's degree or diploma in Business Administration, Commerce, Hospitality, or a related field.
• Freshers with strong communication and organizational skills may also be considered.
• Experience in real estate, construction, property management, or corporate offices is an advantage.
• Excellent verbal and written communication skills.
• Strong interpersonal, customer service, and telephone etiquette skills.
• Ability to manage multiple calls, visitors, appointments, and administrative tasks.
• Strong organizational, time management, and problem-solving abilities.
• Professional appearance, positive attitude, and customer-focused approach.
• Fluency in English and Kannada preferred; Tamil, Telugu, or Hindi is an advantage.
• A professional blazer is a mandatory component of the dress code for executive receptionists.