HR Executive - Front Desk And Administration Jobs Opening in Al Manar International at Gandhi Maidan, Patna
HR Executive - Front Desk and Administration
Job Description
Position Overview
The HR Executive - Front Desk and Administration plays a vital dual role in managing front office operations and supporting human resource functions. As the first point of contact for visitors and callers, this position is responsible for ensuring a professional, welcoming, and efficient reception environment. In addition, the HR Executive oversees essential administrative and clerical duties including visitor management, mail handling, call routing, file maintenance, and database management.
This role requires a highly organized, communicative, and proactive individual who can balance front desk responsibilities with administrative support duties while representing the organization with professionalism and warmth.
Key Responsibilities
1. Front Desk Management
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Reception Duties
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Greet and welcome visitors, clients, vendors, and employees in a courteous and professional manner.
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Ensure the front desk area is kept clean, organized, and presentable at all times.
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Answer general inquiries and direct visitors to the appropriate departments or individuals.
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Visitor Management
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Maintain and update the visitor logbook by recording all visitor details including name, contact information, purpose of visit, time in, and time out.
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Issue visitor badges/passes and ensure security protocols are followed before granting access to the premises.
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Inform relevant employees of guest arrivals promptly and professionally.
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Access Control Coordination
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Coordinate with the security team to manage building access for external guests and vendors.
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Ensure compliance with internal security and confidentiality protocols.
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2. Communication Handling
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Call Management
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Answer, screen, and forward incoming phone calls in a professional manner.
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Take accurate messages and relay them to the appropriate staff member in a timely manner.
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Handle basic inquiries and provide general information about the organization when required.
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Message Relay
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Ensure all telephone and visitor messages are passed on to employees efficiently, via email or internal messaging systems.
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Follow up to confirm the receipt of urgent or time-sensitive messages.
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3. Mail and Courier Handling
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Mail Management
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Receive, sort, and distribute incoming mail, packages, and deliveries to the appropriate recipients or departments.
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Ensure timely dispatch of outgoing mail and courier parcels, maintaining accurate records of correspondence.
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Liaise with courier services and postal vendors to schedule pickups or resolve delivery issues.
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Documentation
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Maintain a mail register (incoming/outgoing) for tracking and audit purposes.
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Ensure confidentiality of documents and packages being handled at the front desk.
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4. Administrative and Office Support
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Filing and Record Keeping
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Maintain physical and digital files of HR documents, employee records, and general office administration files.
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Ensure documents are stored safely and can be retrieved quickly when needed.
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Database Management
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Update and manage office databases including contact lists, staff directories, and visitor records.
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Ensure accuracy and confidentiality of stored information.
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General Administrative Tasks
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Provide administrative support to HR and other departments as required, including preparing documents, forms, and letters.
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Assist in scheduling meetings, interviews, and appointments, and manage room bookings.
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5. Office Coordination and Facility Management
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Stationery and Office Supplies
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Monitor stock levels of office supplies and coordinate with vendors for replenishment.
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Ensure availability of necessary materials at the front desk and throughout the office.
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Maintenance Requests
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Report and follow up on any maintenance issues with building management or housekeeping teams.
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Coordinate with facility teams for repairs, cleaning, and office upkeep.
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Support to HR Department
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Assist in onboarding of new employees by facilitating access cards, ID issuance, desk allocation, and initial orientation.
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Help in preparing HR reports, attendance logs, and monthly updates as required.
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Key Skills and Competencies
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Professional Communication
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Clear and articulate verbal communication skills; pleasant telephone etiquette.
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Strong written communication for email correspondence and internal messaging.
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Interpersonal Skills
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Friendly, patient, and respectful when dealing with people at all levels.
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Ability to maintain professionalism in high-pressure or fast-paced environments.
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Organizational Ability
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Strong attention to detail in managing logs, schedules, and records.
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Capable of multitasking and prioritizing duties effectively.
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Technical Proficiency
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Familiar with Microsoft Office Suite (Word, Excel, Outlook).
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Experience with office management software or HR databases is a plus.
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Confidentiality and Discretion
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High regard for maintaining the confidentiality of sensitive documents and employee information.
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More information about this HR Executive - Front Desk and Administration Job
Please go through the below FAQs to get all answers related to the given HR Executive - Front Desk and Administration job
- What are the job requirements to apply for this HR Executive - Front Desk and Administration job position?
- Ans: A candidate must have a minimum of fresher as an HR Executive - Front Desk and Administration
- What is the qualification for this job?
- Ans: The candidate can be a Graduate from any of the following: 12th Pass (HSE)
- What is the hiring Process of this job?
- Ans: The hiring process all depends on the company. Normally for an entry level, hiring the candidate has to go for Aptitude, GD (If they look for communication),Technical test and face to face interviews.
- This HR Executive - Front Desk and Administration is a work from home job?
- Ans: No ,its not a Work from Home Job.
- How many job vacancies are opening for the HR Executive - Front Desk and Administration position?
- Ans: There are immediate 1 job openings for HR Executive - Front Desk and Administration in our Organisation.
