Receptionist

Job Summary : We are looking for a well-presented, polite, and organized Receptionist to manage the front desk and day-to-day reception activities at our construction site office. The candidate will be responsible for handling visitors, calls, basic administrative coordination, and supporting the site team with routine office requirements.

Key Roles & Responsibilities1. Front Desk Management

• Manage the reception area and ensure it is clean, organized, and professional.
• Welcome and greet clients, customers, consultants, vendors, contractors, and visitors.
• Understand the purpose of each visitor's visit and direct them to the concerned person.
• Maintain a professional and courteous attitude at all times.

2. Visitor Management

• Maintain the visitor entry/exit register.
• Coordinate visitor appointments with the concerned team members.
• Inform the Site Manager / Sales Team / Project Team about scheduled and unscheduled visitors.
• Ensure visitors follow applicable site safety and entry procedures.

3. Telephone & Communication

• Attend incoming calls and transfer calls to the concerned person.
• Take messages and ensure timely communication.
• Handle basic WhatsApp and email communication related to reception and visitor coordination.
• Maintain professional communication with customers and business associates.

4. Client & Customer Coordination

• Receive clients visiting the project/site office.
• Provide basic information about the project as instructed by the management.
• Coordinate client meetings and appointments.
• Inform the concerned Sales/Project team whenever a client arrives.

5. Administrative Support

• Maintain records, registers, documents, and basic office files.
• Assist the administration team with printing, scanning, photocopying, and document preparation.
• Maintain stationery and reception-related requirements.
• Coordinate basic office requirements with the Admin/Site Team.
• Assist in maintaining daily office records and reports.

6. Site Office Coordination

• Coordinate with security personnel regarding visitor entry and exit.
• Maintain records of contractors, vendors, clients, and other visitors as required.
• Support the site team in routine administrative activities.
• Coordinate meeting room availability and meeting arrangements.
• Ensure that important visitors are promptly informed to the concerned department.

7. Daily Reporting

• Maintain daily visitor records.
• Maintain call/message records wherever required.
• Prepare basic daily/weekly reception reports as instructed.
• Immediately report any unusual incident, visitor issue, or site-office concern to the reporting manager.
• Skills & QualificationsMinimum 12th Pass / Graduate preferred.
• Prior experience as a Receptionist, Front Office Executive, Admin Executive, or similar role will be preferred.
• Good communication and interpersonal skills.
• Basic knowledge of MS Word, Excel, Email and WhatsApp.
• Good telephone etiquette.
• Presentable, polite, disciplined, and customer-friendly personality.
• Ability to manage multiple visitors and tasks efficiently.
• Knowledge of Gujarati, Hindi and English will be an advantage.
• Preferred QualitiesPositive and professional attitude.
• Good coordination and follow-up skills.
• Punctual and responsible.
• Ability to work independently.
• Good patience and ability to handle visitors professionally.
• Should be comfortable working in a construction/site-office environment.
• Working ConditionsThe position will be based at the construction project site office.
• The employee may need to coordinate with Sales, Project, Site, Admin, Security, Contractors, Vendors, and Clients.
• Proper professional dress and grooming are expected.
• Working hours and weekly off will be as per company/site policy.

Performance ExpectationsThe Receptionist is expected to:

• Maintain a professional front-office environment.
• Ensure smooth visitor and client coordination.
• Attend calls and enquiries promptly.
• Maintain accurate visitor and office records.
• Provide timely support to the site administration and management team.
• Maintain confidentiality of company and client information.