Front Office Specialist

About the Role

The Front Office Specialist is a full-time, on-site role responsible for greeting visitors, answering and directing phone calls, and managing the reception area to ensure a welcoming and professional environment at the ECA Global campus in Ahmedabad.

Key Responsibilities

• Greet visitors, answer and direct phone calls, and manage the reception area.
• Handle student and visitor inquiries.
• Schedule and confirm appointments.
• Maintain front office records.
• Coordinate with academic and administrative staff.
• Support routine administrative duties such as updating logs and assisting with document handling.
• Provide clear information about campus services and procedures.
• Oversee daily reception and front office operations.
• Manage visitor registration, appointment scheduling, and visitor passes.
• Handle incoming calls, respond to general inquiries, and ensure accurate communication of messages.
• Supervise courier services, mail handling, and document distribution.
• Ensure reception areas, waiting lounges, and meeting rooms are clean, organized, and presentable.
• Coordinate meeting room bookings and visitor refreshments.
• Maintain accurate visitor logs, appointment registers, and courier records.
• Ensure compliance with visitor management protocols, access control, confidentiality, security standards, and customer service guidelines.
• Train, guide, and monitor reception personnel (where applicable).
• Serve as the primary point of contact for front office matters.
• Address concerns promptly and escalate issues as necessary.

Facilities & Infrastructure Management

• Oversee the maintenance, upkeep, and operational efficiency of company premises.
• Develop and monitor preventive maintenance schedules.
• Monitor and optimize utility consumption.
• Ensure compliance with statutory requirements, health and safety regulations, and company policies.

Travel, Transport & Logistics Management

• Manage staff and visitor transportation services.
• Oversee the corporate travel desk, coordinating travel arrangements.
• Coordinate with travel agencies and service providers.
• Ensure smooth execution of travel and transportation requirements.

Office Administration & Procurement

• Manage the procurement, distribution, and inventory of stationery, office supplies, and consumables.
• Maintain appropriate stock levels through inventory monitoring and recordkeeping.
• Coordinate administrative and logistical arrangements for company events, meetings, and conferences.
• Ensure timely availability of essential office resources.

Vendor & Contract Management

• Identify, evaluate, negotiate with, and onboard vendors.
• Negotiate contracts, commercial terms, and Service Level Agreements (SLAs).
• Conduct periodic vendor performance evaluations.
• Maintain a centralized database of vendors, contracts, and payment schedules.
• Monitor vendor deliverables and resolve service-related issues.

Compliance, Documentation & Reporting

• Maintain accurate records relating to property maintenance, vendor agreements, travel, inventory, and administrative activities.
• Prepare and present periodic Management Information System (MIS) reports.
• Monitor administrative expenditures against approved budgets.
• Ensure adherence to company policies, statutory obligations, regulatory requirements, and health and safety standards.
• Support internal and external audits.

Requirements & Tech Stack

• Microsoft Office Suite (Word, Excel, Outlook)
• Working knowledge of facility management software (e.g., CAFM) is highly desirable.
• Working knowledge of travel management systems is highly desirable.

Qualifications & Competencies

• Proven experience in facilities management, office administration, or a similar role.
• Exceptional organizational and multitasking abilities with a keen attention to detail.
• Strong negotiation, vendor management, and relationship-building skills.
• Excellent verbal and written communication and interpersonal skills.