Office Executive

We are seeking an organized, proactive, and presentable Office Executive to manage daily front-desk operations, handle visitor relations, process client requirements, handle payment collections, plan orders, and maintain timely follow-ups. As the primary point of contact for guests and clients, the Office Executive ensures smooth administrative workflows and a high standard of customer service.

Key Roles & Responsibilities1. Guest Handling & Reception Management

Welcome all clients, visitors, and guests with a professional and friendly demeanor.

Maintain the reception and front-office area in a clean, presentable, and organized condition.

Manage visitor entry registers/logs, issue visitor passes, and notify respective team members of guest arrivals.

Requirement Gathering & Note-Taking

Engage with walk-in visitors and prospective clients to understand their primary requirements and queries.

Accurately note down client specifications, project requirements, and contact details in the office log or CRM system.

Forward detailed requirement notes to the relevant sales or operations team for immediate action.

Payment Collection & Financial Documentation

Receive and collect payments (Cash, Card, UPI, Bank Transfer) from clients and issue official payment receipts.

Maintain a daily payment collection register and reconcile cash and digital transactions at the end of each shift.

Hand over collected amounts to the accounts department and assist with petty cash record-keeping.

Order Planning & Inventory Control

Monitor stock levels for office supplies, product inventory, and operational materials.

Plan and schedule procurement orders to prevent stock shortages or operational delays.

Coordinate with suppliers to place orders, negotiate delivery schedules, and inspect incoming deliveries.

Client & Vendor Follow-ups

Conduct regular follow-ups with clients regarding pending payments, required documentation, and feedback.

Coordinate with suppliers, vendors, and courier services to track order dispatches and delivery statuses.

Serve as a communication bridge between clients and internal departments to ensure task completion.

General Administrative Support

Answer incoming calls, address general inquiries, and transfer calls to the correct extensions.

Manage incoming and outgoing mail, parcels, and courier documents.

Maintain structured physical files and update electronic databases/spreadsheets.

Qualifications & Skill Requirements

Education

Bachelor’s degree in any stream (Diploma or Higher Secondary with 2+ years of relevant experience accepted).

Experience

1 to 3 years of experience in front desk management, office administration, or customer support.

Language Proficiency

Fluent in Malayalam and English (spoken and written).

Technical Skills

Proficiency in MS Office (Excel, Word), basic billing software, and digital payment systems.

Interpersonal Skills

Excellent communication, strong organizational abilities, multitasking skills, and a customer-centric attitude.

Pay

₹12,000.00 - ₹18,000.00 per month

Benefits

Paid sick time

Work Location

In person