Telephone Calls 

• Effective handling of multi-line telephone system with regard to both incoming and outgoing calls

• Answer phone calls and screen and direct/transfer calls to concerned department/employees

• Respond to all calls and queries on general information on the phone

• Take messages and communicate the same to the concerned employees

• Maintain a record of received calls and outgoing calls

Visitor Management

• Greet and welcome visitors and determine the nature of their visit

• Inform concerned employees of the visitor or direct visitors to appropriate meeting room, department or employee

• Ensure the visitors are taken good care by offering them refreshments (tea/coffee or water etc.)

• Ensure proper maintenance of the reception area

Administrative Activities

• Schedule Appointments as required by the Senior Management

• Organize meetings as required by the Senior Management

• Send, receive and sort couriers/ mails

• Check the e-mails received and forward to the concerned department and/or personnel

• Check the Fax received and make an entry in the Inward register and forward to the concerned department and/or personnel 

• Enter the cheques received details into the system and handover the cheques to the concerned department

• Organize office decoration for various occasions and parties 

• Provide administrative support in preparing letters, certificates and other documents

• Maintain a list of Birthdays and Wedding days of all employees

• Prepare Birthday Greetings cards for the employees and handover the card to the Department Head with all other employees’ signatures

• Maintain files of ‘On-Duty’ pass, ‘Leave Letters’, ‘Courier Receipts’ etc.

• Scan & save the visiting cards of the first time visitors in the system

• Provide the details of the card when requested by the the concerned personnel

• Arrange for bouquets as requested by the Management from the approved florists

• Arrange for Hotel, Cab and Restaurant booking as requested by the Management

Attendance & Access Control

• Prepare the attendance register with the name of employees every month

• Mark the attendance in the Attendance Register on a daily basis

• Enter the names and other details of the Bangalore based employees in the Access control system software

• Issue the Access control card to the new employees

• Ensure that every employee is using the Access control system for entry and exit

• Verify the missing entries with the out-passes, On-Duty-Passes, Leave Letters, etc. and make the entry