Front Office Executive

Position Overview

We are looking for a smart, organized, and proactive Front Office Executive to manage day-to-day front desk operations and handle basic administrative, accounting, and client coordination tasks . The ideal candidate should have a pleasant personality , excellent communication skills , and basic knowledge of Microsoft Word, Excel, and Tally . The role requires handling daily sales and purchase entries , preparing sales invoices , generating quotations , managing client emails, and ensuring the smooth functioning of office operations .

Key Responsibilities

1. Front Desk & Visitor Management

• Greet and welcome visitors, clients, and vendors politely.
• Answer incoming calls and direct them to the appropriate departments.
• Maintain the visitor logbook and ensure security protocols are followed.
• Handle general inquiries and provide accurate information about company services.

2. Administrative & Office Management

• Manage day-to-day office activities and ensure smooth front-office operations.
• Maintain proper filing of company documents, records, and correspondence.
• Assist management with scheduling meetings and appointments.
• Handle courier dispatch, receiving letters, and maintaining relevant records.

3. Sales & Purchase Entry Management

• Record daily sales and purchase transactions accurately in Tally or Excel.
• Maintain up-to-date sales and purchase registers.
• Verify bills, receipts, and supporting documents before data entry.
• Generate periodic sales and purchase reports for management review.

4. Quotation & Invoice Preparation

• Prepare sales quotations , proposals , and comparative price sheets using MS Word and Excel.
• Generate sales invoices and share them with clients on time.
• Ensure accuracy in tax calculations, item pricing, and invoice formatting.
• Coordinate with the accounts team for billing-related clarifications.

5. Email & Client Communication

• Check and respond to client emails regularly and professionally.
• Share quotations, invoices, and proposals with clients.
• Follow up on pending payments, inquiries, and approvals via email and calls.
• Coordinate between clients, sales teams, and vendors to resolve queries.

6. Data Management & Reporting

• Maintain accurate client and vendor records in Excel.
• Prepare weekly and monthly reports on sales, purchases, and office expenses.
• Update inventory data, pending payments, and other office records when required.
• Support the accounts department in compiling financial reports.

7. Coordination & Team Support

• Act as a bridge between management, accounts, and operations teams.
• Provide administrative assistance to HR, accounts, and sales teams.
• Coordinate with vendors, suppliers, and service providers as required.
• Ensure smooth inter-departmental communication and workflow.

Required Skills & Competencies