Receptionist cum Secretary (from Hotel industry only)

Position: Receptionist cum Secretary

Department: Administration

Reports To: HR Head

Working days: 05 days working at Corporate Office, New Delhi

Job Purpose To manage the front office professionally while providing secretarial and administrative support to senior management, ensuring efficient communication, visitor management, document control, and smooth day-to-day office operations.

Key Responsibilities

1. Front Office Management

• Greet and assist visitors, clients, and vendors courteously.
• Maintain the reception area in a neat and professional manner.
• Handle incoming and outgoing telephone calls professionally.
• Manage visitor records and issue visitor passes where applicable.
• Coordinate meeting room bookings.

2. Secretarial Support

• Manage executives' calendars and appointments.
• Arrange meetings, conferences, and travel schedules.
• Prepare meeting agendas and record Minutes of Meetings (MOM).
• Draft letters, emails, notices, and presentations.
• Maintain confidential documents and correspondence.

3. Administrative Support

• Handle inward and outward courier, postal mail, and dispatch.
• Maintain office stationery inventory and coordinate procurement.
• Keep records of office assets and documents.
• Coordinate with housekeeping, security, and maintenance teams.

4. Documentation & Records

• Maintain digital and physical filing systems.
• Ensure proper document indexing and retrieval.
• Handle confidential files with discretion.

5. Communication

• Coordinate with internal departments.
• Follow up on pending approvals and action points.
• Respond to routine queries from employees and visitors.

6. Event & Meeting Coordination

• Organize meetings and training sessions.
• Arrange refreshments and logistics.
• Coordinate guest hospitality.

7. Miscellaneous

• Support HR and Administration activities whenever required.
• Perform any additional duties assigned by management.

Key Result Areas (KRAs)

KPI / Measurement:

Front Office Management

Visitors attended professionally 100%

Telephone Handling

Calls answered within 3 rings 95%

Appointment Management

Meeting scheduling accuracy 100%

Executive Support

Timely preparation of correspondence

100%

Document Management

Filing accuracy 100%

Meeting Coordination

MOM circulated within 24 hours 100%

Visitor Register

Updated daily 100%

Courier Management

Dispatch tracking accuracy 100%

Office Supplies

No stock-outs of stationery 100%

Email Response

Routine emails acknowledged within 2 hours 95%

Confidentiality

Information security breaches Zero

Customer Service

Positive feedback from visitors/management 90%

Attendance & Punctuality

On-time attendance 98%

Grooming & Professionalism

Compliance with dress code and etiquette 100%

Task Completion

Assigned work completed within timelines 95%

Required Qualifications

• Graduate in any discipline. IHM/BHM desirable.
• Diploma or certification in Office Administration/Secretarial Practice (preferred).

Experience

• 02 to 05 years of experience as a Receptionist, Front Office Executive, Executive Assistant, or Secretary.
• Hospitality or corporate office experience preferred.

Skills & Competencies

• Excellent verbal and written communication.
• Professional telephone etiquette.
• Strong interpersonal and customer service skills.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook).
• Calendar and meeting management.
• Good drafting and documentation skills.
• Time management and multitasking.
• Confidentiality and integrity.
• Positive attitude and professional grooming.

Performance Indicators

• Visitor satisfaction.
• Timely correspondence and document preparation.
• Efficient appointment scheduling.
• Accuracy of records and filing.
• Responsiveness to management requests.
• Zero confidentiality breaches.
• High standards of professionalism and office etiquette.