Front Desk Administrator

. Job ObjectiveTo manage the front desk professionally, welcome customers and visitors, maintain accurate customer records, handle calls and messages, perform computer-based administrative work, and support the smooth functioning of the office.

• 2. Key ResponsibilitiesA. Reception & Visitor ManagementWelcome customers, suppliers, visitors and business associates professionally.
• Ask visitors the purpose of their visit and direct them to the concerned person.
• Inform the relevant salesperson or department when a customer arrives.
• Maintain a daily visitor register.
• Ensure visitors are attended to promptly and courteously.
• Coordinate waiting arrangements and inform visitors if the concerned person is unavailable.
• B. Customer Data & CRMRecord details of every new customer visiting the office, wherever applicable.
• Maintain customer name, company/shop name, mobile number, city, business type and product requirements.
• Record customer preferences, price range, quantity requirements and follow-up dates.
• Update existing customer details in Excel, Google Sheets or the company's CRM.
• Ensure customer information is accurate and properly maintained.
• Forward customer enquiries to the relevant salesperson.
• C. Telephone & WhatsApp ManagementAnswer incoming calls professionally.
• Take messages and forward them to the correct person.
• Respond to routine enquiries using approved company information.
• Forward customer product enquiries, order queries and complaints to the concerned employee.
• Maintain a record of important enquiries and ensure they are assigned for follow-up.
• Handle business communications politely and confidentially.
• D. Computer & Administrative WorkPrepare and maintain Excel sheets, documents and basic reports.
• Enter customer data and update records regularly.
• Maintain digital and physical files.
• Handle printing, scanning, photocopying and document filing.
• Send approved emails, documents and business messages.
• Assist with data entry, basic MIS and other administrative tasks assigned by management.
• Use AI tools and computer applications where helpful for routine office work.
• E. Customer Enquiry & Follow-up TrackingRecord customer enquiries received through calls, WhatsApp and office visits.
• Forward each enquiry to the appropriate salesperson.
• Maintain a tracker showing the responsible employee, follow-up date and current status.
• Remind the concerned employee about pending follow-ups.
• Escalate unanswered or overdue enquiries to the Office Manager.
• Record customer feedback and complaints and track them until they are handed over or resolved by the responsible person.
• F. Coordination with Sales & Other DepartmentsInform sales staff about customer arrivals and appointments.
• Coordinate with accounts for routine document or payment-related enquiries.
• Direct stock, delivery and dispatch queries to the responsible employee.
• Maintain records of courier bookings and incoming/outgoing documents where required.
• Ensure customer enquiries are not missed during busy business hours.
• G. General Office AdministrationKeep the reception desk organised and presentable.
• Monitor basic stationery and reception supplies.
• Follow office timings, dress code and professional conduct requirements.
• Maintain confidentiality of customer information and company records.
• Perform other reasonable administrative duties assigned by the Office Manager or Owner.