Receptionist / Front Office Executive

🎯 Role SummaryThe Receptionist is the first point of contact for clients, visitors, and inquiries. This role is crucial in creating a professional first impression, managing front desk operations, handling client communication, and supporting daily business activities in a coworking and virtual office environment.

• 🧾 Key Responsibilities🟢 1. Front Desk ManagementGreet and welcome visitors in a professional and friendly manner
• Manage reception area, ensuring it is clean and organized
• Handle incoming calls, emails, and walk-in inquiries
• 🟡 2. Client Handling & EnquiriesProvide information about coworking spaces, virtual office services, meeting rooms, and cabins
• Assist potential clients with pricing, availability, and basic details
• Direct leads to the sales/BDM team for conversion
• 🔵 3. Virtual Office SupportManage mail and courier handling for virtual office clients
• Notify clients about received documents or parcels
• Maintain records of business addresses and client details
• 🟣 4. Booking & SchedulingHandle meeting room bookings and workspace allocations
• Maintain booking calendar and avoid scheduling conflicts
• Coordinate with housekeeping and operations team
• 🟠 5. Administrative SupportMaintain client records and documentation
• Assist in invoice coordination and basic billing support
• Ensure proper filing and data entry
• 🔴 6. Customer ExperienceEnsure a pleasant and professional environment for all clients
• Handle basic complaints or escalate issues when needed
• Build positive relationships with regular clients
• ⚫ 7. Coordination & CommunicationCoordinate with internal teams (sales, operations, management)
• Support day-to-day office activities
• Assist in onboarding new clients
• 🧠 Skills RequiredGood communication skills (English & Malayalam preferred)
• Pleasant personality & professional attitude
• Basic computer knowledge (MS Office, email handling)
• Customer service skills
• Multitasking ability
• 📊 Key Responsibilities (Quick Summary)Front desk handling
• Client interaction
• Booking management
• Mail handling (Virtual Office)
• Admin support
• 🎯 Ideal Candidate or experienced candidates
• Friendly, organized, and responsible
• Ability to handle multiple tasks efficiently

🚀 Pro Insight (Industry Specific)👉 In coworking business, receptionist is not just front desk

👉 They are also lead handlers + experience managers

A good receptionist can:

• Convert walk-in leads
• Improve customer satisfaction
• Support business growth