Front Desk Administrator

1. To check mails and reply them or forward them to the concerned department.

2. Solving customer queries by co-ordinating with respective department about delivery of

goods/ complaints/ planning etc.

3. Sending Quotations and Performa invoice to the customers on behalf of marketing

executives.

4. When the Purchase order is received from the customer, CRM/Admin has to scrutinize

(Product detail size, rate, terms and conditions, taxes, outstanding of the particular customer

with the help of the quotation or other date and Accounts Dept.)

5. Order should be as per the MOQ mentioned in PI or Quotation or as per Logroll size and if

any balance quantity then to confirm with Sales/Marketing team or need to take approval from

customer for MOQ.

6. The original P.O. is sent to the Accounts Dept. so that they can check last status of

outstanding and if any mistake in rates etc. and then process for making Performa Invoice for

the customer depending upon the terms & conditions.

7. Excel sheet should be mailed to the Planning Dept. They will take the order in Planning

8. Then fill the excel sheet format with the help of Purchase order copy of the customer. Then

the CRM/Admin has to mail the Performa Invoice to Factory, Customer and Accounts Dept. (P.I.

and Excel format)

9. Then the accounts Department will give payment confirmation to the CRM/Admin, which the

CRM/Admin has to pass to the Planning Dept. or Logistics Dept. for dispatch of goods.

10. Logistics Dept. will mail and update the CRM/Admin Dept. and Accounts Dept. regarding

dispatch of the materials by providing LR numbers. Then the CRM/Admin have to ask the

Accounts Department that they have updated the Customer by giving the LR. No.

11. Retention of Old clients and generation of business.

Front Desk

 Greet and welcome guests as soon as they arrive at the office.

 Direct visitors to the appropriate person and office.

 Answer, screen and forward incoming phone calls.

 Ensure reception area is tidy and presentable, with all necessary stationery and material (e.g.

pens, forms and brochures)

 Provide basic and accurate information in-person and via phone/email. Maintain office security by following safety procedures and controlling access via the Front

desk (monitor logbook, issue visitor badges)

 Order front office supplies and keep inventory of stock.

 Arranging & Following with candidate for interview, when required.

 Maintaining Muster register.

 Preparing NEFT & other bank related documents

 Inward and Outward courier entries

 Bill payments and follow up

 Enter and process all incoming orders Email & Timely delivery of customer purchases orders &

have to make sure the dispatch is done as per schedule.

 Coordinating with the Production In charge for estimated delivery date & informing the

marketing person / customer accordingly on daily basis.

 Adhere to departmental guidelines and policies.

 Update the Marketing team & Customer the order status after coordinating with Logistics

department.

 Distribute incoming samples and courier packages.

 Perform other duties as assigned.

 Any other admin task