Front Office Executive

Job Title – Front Office Executive

Department

Administration

Location

University of Bristol Mumbai Enterprise Campus

Reporting To

Administration / Operations Manager

Role Overview

The Front Office Executive will be responsible for managing front-office operations and supporting the planning and execution of university events and activities. The role involves regular interaction with students, faculty, staff, visitors, vendors, and external stakeholders to ensure a professional, welcoming, and well-organized campus experience.

Key Responsibilities

Front Office & Reception

Manage the reception and serve as the first point of contact for students, faculty, visitors, and external stakeholders.

Welcome and assist visitors in a professional and courteous manner.

Manage visitor entries, appointments, calls, emails, courier deliveries, and general enquiries.

Coordinate with Security for visitor, vendor, and delivery access.

Maintain reception area standards and ensure a professional and welcoming environment.

Maintain front-office registers, records, and documentation.

Events & Campus Activities

Support the planning and execution of university events, workshops, seminars, meetings, student activities, and other campus engagements.

Coordinate with internal teams, faculty, students, vendors, and external stakeholders for event requirements.

Arrange venue setup, seating, signage, stationery, refreshments, AV requirements, housekeeping, and event logistics.

Coordinate vendor and service-provider access and timely deliveries.

Support guest registration, attendance, and on-site event coordination.

Conduct pre- and post-event venue checks.

Maintain event trackers, schedules, and requirement lists.

Vendor & Service Provider Coordination

Coordinate with vendors and service providers for event-related requirements.

Obtain quotations and assist with basic vendor comparisons.

Follow up with vendors for timely delivery of materials and services.

Verify event-related services and materials received.

Maintain vendor records and relevant documentation.

Coordinate with Finance/Procurement for invoices, POs, approvals, and payment documentation.

Administrative Support

Assist with day-to-day administrative and operational activities.

Maintain inventory of stationery, event materials, refreshments, and other office requirements.

Maintain event trackers, records, and documentation.

Assist with purchase and replenishment requests.

Support preparation of reports, presentations, and other administrative documents.

Student, Faculty & Visitor Support

Provide professional and timely assistance to students, faculty, staff, and visitors.

Respond to routine queries and coordinate with relevant teams when required.

Assist students and faculty with event, meeting room, and campus activity requirements.

Record and follow up on requests to ensure timely closure.

Maintain a high standard of customer service and professionalism.

Health, Safety & Compliance

Support university and building health and safety procedures during events and daily operations.

Report any safety concerns or incidents to the relevant team.

Ensure vendors and event service providers follow applicable campus requirements.

Support emergency preparedness and evacuation procedures when required.

Required Skills & Competencies

Excellent verbal and written communication skills.

Strong interpersonal and customer-service skills.

Good organizational and multitasking abilities.

Strong coordination and follow-up skills.

Attention to detail.

Ability to manage multiple events and front-office responsibilities simultaneously.

Problem-solving and vendor coordination skills.

Proficiency in Microsoft Office, particularly Outlook, Word, and Excel.

Good record-keeping and documentation skills.

Professional, approachable, and service-oriented personality.

Ability to work with students, faculty, staff, vendors, and external stakeholders.

Flexibility to support events outside regular working hours when required.

Qualifications & Experience

Graduate in any discipline.

Degree/diploma in Hospitality, Event Management, Business Administration, or a related field is preferred.

2–4 years of experience in front office, administration, hospitality, event coordination, or a similar role.

Experience in a university, educational institution, corporate, or hospitality environment is preferred.

Key Attributes

Professional and approachable.

Service-oriented.

Proactive and responsible.

Well-organized and detail oriented.

Strong coordination and follow-up skills.

Problem-solving mindset.

Calm and composed under pressure.

Reliable and accountable.

Strong team player.

Key Performance Areas (KPIs)

Efficient and professional front-office operations.

Smooth execution of university events and activities.

Timely coordination of event requirements.

Effective vendor and service-provider coordination.

Accurate maintenance of records and event documentation.

Timely availability of event materials and supplies.

Positive experience for students, faculty, visitors, and stakeholders.