Receptionist / Front Office Executive

Receptionist / Front Office Executive – Interior Design Firm 1. Client Reception & Coordination Welcome clients and visitors professionally. Understand the client's basic requirement and connect them with the appropriate designer/project manager. Schedule client meetings, site visits, and design discussions. Coordinate appointments between clients, designers, project managers, and vendors. Maintain client contact details and meeting records. Follow up with clients regarding meetings, selections, and pending information. 2. Quotations & Commercial Coordination Prepare quotations based on details provided by the designer/project manager. Collect product rates from vendors and suppliers. Prepare material/product-wise quotation sheets. Update quotations whenever there are changes in quantity, design, material, or specifications. Send quotations to clients through email/WhatsApp. Follow up with clients regarding quotation approval. Maintain records of quotations sent, approved, pending, and revised. Coordinate with the accounts team regarding advance payments and pending payments. 3. Design & Material Coordination Maintain records of client selections such as lights, furniture, tiles, sanitaryware, fabrics, wallpapers, etc. Share product catalogues, images, specifications, and rates with clients when instructed by the designer. Coordinate with designers for pending selections. Maintain a proper record of approved and pending materials. Ensure client selections are communicated to the concerned team. 4. Vendor & Supplier Coordination Contact vendors for product availability, pricing, lead time, and delivery status. Request quotations from suppliers. Maintain updated vendor and supplier contact lists. Coordinate material deliveries with the project/site team. Follow up on pending orders and deliveries. 5. Project Support Maintain project-wise files and documents. Keep track of important project information, approvals, and client communications. Coordinate between office, design team, site team, vendors, and clients. Assist the project manager with follow-ups and documentation. Maintain records of project-related communications and commitments. 6. Reception & Office Administration Answer and direct phone calls. Handle incoming and outgoing emails and WhatsApp communication. Maintain the reception and client meeting area. Receive documents, samples, and material deliveries. Maintain office stationery and basic supplies. Handle scanning, printing, filing, and documentation.