Front Office Executive/ Admin Executive- 1 Year Contract to Hire- Location: Gurgaon Full Time NEW

The Front Office / Admin Executive is responsible for ensuring smooth day-to-day operations of the front office, facility services, and administrative support functions. This role acts as the first point of contact for visitors and employees, manages vendor coordination, and supports workplace efficiency through structured processes and compliance with AtkinsRéalis standards.

Your role

• Managing front office administration, Interact with Internal clients for Day-to-Day Operational Challenges.
• Managing office vehicle schedules.
• Maintaining reception, lobby area, washrooms to ensure a high standard of housekeeping & upkeep areas.
• Ensure immediate response to all priority calls and facilities-related issues during the shift and follow the escalation process.
• Handling Visitor Management Tool.
• Maintain timely MIS & database Such as (Snag List, Daily Checklist Etc.)
• Daily inspection of premises for cleanliness and hygiene and take corrective actions as and when required.
• Directed day-to-day facility operations (Soft Services) Including Invoice management, cafeteria operations and vendor management for timely delivery of goods and consumables.
• Supporting the site team for hotel booking and guest travel arrangements.
• Job allocation and deployment of manpower for day-to-day activities.
• Working closely with building management team for parking allocation as the parking was automated, hence ensuring timely entry & deletion of vehicles on the portal is done for smooth entry of the vehicles for parking in basement.

Visitor Management – Tool And Process

• Ensure the visitor adhere the safety norms in office premises.
• Ensure visitor should report at reception before escorted to office premises.
• Maintain daily report of Visitor.
• Ensuring of downloading of safety guideline to all the visitors who are coming into the premises.
• Ensure the visitor to fill heath Declaration form to enter office premises.
• Ensuring of downloading of Covid-19 guideline to all the visitors who are coming into the premises.
• Ensure timely report to concern team of any issue related to VMS portal.
• Ensuring the visitor enter required details in VMS.

Zoho Tool – Complaints And Issue Redressal

• Managing internal staff facilities request by Ticketing tool.
• Receiving and responding to approval requests
• Take approvals as per GAM approver (GDC Authority Levels).
• Keep track of help desk request and cost code for invoice coding.
• Ensuring all the requests of Travel, stationery, desk relocation should be fulfilled in timeline.
• Ensure any facilities related issues should be timely resolved.
• Maintain help desk report on monthly basis for MMR.
• Ensure timely report to manager of any issue and complaints related to requests.

Arranging Transportation For Staff And Guests

• To provide safe and secure transportation to guest.
• Ensure timely vehicle arrangement to guest to avoid delays.
• End to end contact with Transport vendor
• Ensure to provide safe and secure services to guests.
• Ensure timely report to manager of any issue and complaints related to guest stay.

Long Stay Guest Help Desk Requests

• Maintain all the details of future and currently staying guest.
• Ensure to keep track of hotel arrangements.
• Co-ordinate with hotel sales team for renewal of hotel proposal.
• Tracking of Expiration of PR and ensure timely renewal of Purchase order.
• Arranging vehicle for guest’s’airport transfers
• Arranging guest’s Local transfers from office to hotel during their stay.
• Keep track of the flight details to ensure their safe and secure travel.
• Ensuring the up keeps of the office vehicle such as:
• Basis amenities
• First Aid
• Emergency contact numbers Etc.

Invoices And Supporting Sheet

• Upkeeping records of courier, newspaper, vehicle, mobile and Data card connections details.
• Maintain supporting sheets of vendor invoice on monthly basis.
• Ensure the invoice should be process timely for payment process.
• Co-ordinate with Vendor to get quote to send IT asset to employee on desired time.
• Ensuring the expense should be as per the concern project / business.
• Ensure the expense should be as per assign Purchase order.
• Ensure timely submitting of all the vendor invoice to finance.

Induction Related (Photo ID And Access Cards/Visiting Card)

• Maintain records of ID card, lanyard and access cards issued to new joiner.
• And required amenities should be provided to each employee as per the Atkins norms.
• Maintain Building access card tracker of JML (joiner, mover, and leaver)

Courier Service, Subscriptions (Magazines/News Papers)

• Keep Monthly records of incoming and outgoing courier.
• Keep track of Serviceable pin code details of Courier service provider.
• Co-ordinate with Courier service provider for quotation to send IT asset.
• Prepare required documents to send IT asset as per Courier custom requirements.
• Take approvals as per GAM approver (GDC Authority Levels).
• Ensure the cost of courier should be charge on respective department cost code.

Parking

• Keep records of two-wheeler and four-wheeler parking.
• Track and assign parking of Two-wheeler/Four-wheeler access to employee as per company parking policy.
• Ensure to track records of parking access to employee as per DLF parking Guidelines.
• Ensure employee have parking facility as per the company parking policy.

First Aid

• First-aid box.
• Keep Track of manufacturing and expiration of First aid item as per HSSE Guidelines.
• Co-ordinate with vendor to procure required First aid item in stock.

Housekeeping (H.K.)

• Ensure the programmed H.K. scheduled is adhered to report any problems to the Manager.
• Ensure cleaners clean all washroom, general areas and report any discrepancies to the Manager.
• List other scheduled H.K. contractors etc.
• Co-ordinate and Track records of feminine hygiene bins and gloves disposal bins to get services done on assigned timeline.
• Maintain records of Famine hygiene vending machine and informed to concern team for procurement.

HK – Stock Inventory And Utilisation Chemical Cleaning

• Maintain stock register and daily consumables tracker.
• Maintain daily consumables tracker on monthly basis.
• Keep track of consumable item for timely order placement.
• Training to H.K staff and keeping SDS of chemical used in facilities.

Pantry – Stock Inventory And Utilisation

• Maintain stock register.
• Maintain daily consumables tracker on monthly basis.
• Keep track of consumable item for timely order placement.
• Complete all action items as recorded in the Daily report.

Stationary Indent/Stock Inventory Management, Utilisation, Crockery & Cutlery Inventory and Tracking (Reports):

• Keeping and maintaining reports and record. Maintain stock register.
• Maintain daily consumables tracker on monthly basis.
• Keep track of consumable item for timely order placement.
• Deployment for loading paper in printer and plotter and other similar tasks.
• Maintain Crockery & Cutlery records.
• Co-ordinate with vendor for quotation.
• Keep track of damage crockery and cutlery Items for timely order placement.
• Maintain tracker record on monthly basis.

About You

• Bachelor’s degree in any discipline (preferred: Hospitality, Business Administration, or Office Management)
• Alternatively, 12th pass with a diploma in Front Office Operations or Office Administration may be considered for candidates with strong experience
• 2 to 4 years of relevant experience in front office, facilities coordination, or administrative support in a corporate or hospitality environment.
• Familiarity with visitor management systems (VMS), Zoho ticketing tools, vendor coordination, and soft services are essential.

Reward & benefits

Explore the rewards and benefits that help you thrive – at every stage of your life and your career. Enjoy competitive salaries, employee rewards and a brilliant range of benefits you can tailor to suit your own health, wellbeing, financial and lifestyle choices. Make the most of a myriad of opportunities for training and professional development to grow your skills and expertise. And combine our hybrid working culture and flexible holiday allowances to balance a great job and fulfilling personal life.

About AtkinsRéalis

We’re AtkinsRéalis, a world-class engineering services and nuclear organization. We connect people, data and technology to transform the world’s’infrastructure and energy systems. Together, with our industry partners and clients, and our global team of consultants, designers, engineers and project managers, we can change the world. We’re committed to leading our clients across our various end markets to engineer a better future for our planet and its people.

Find out more.