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Front Office Executive

Atkinsréalis

A global engineering & nuclear services firm delivering end‑to‑end infrastructure and energy solutions.

Manage front office operations, visitor handling, facilities, and vendor coordination.

12d ago

Expert & Leadership (13+ years), Junior (1-3 years), Experienced (8-12 years)

Full Time

IN.Mumbai.Embassy 247 Park

Office Full-Time

Company Size

40,000 Employees

Service Specialisms

Architectural Design and Engineering

Civil Design and Engineering

Structural Design and Engineering

Electrical Design and Engineering

Mechanical Design and Engineering

Transportation planning

Highways and bridges

Railroads and transit

Sector Specialisms

Water

Environment

Education

Aerospace

Security

Defence

Communications

Infrastructure

Role

What you would be doing

visitor management

vendor coordination

invoice processing

facility operations

records management

transport coordination

Provide safe and secure transportation for guests.
Maintain records of ID cards, lanyards, and access cards issued to new joiners.
Coordinate with vendors for IT asset quotes and delivery.
Prepare documents as per courier customs requirements.
Track daily consumables monthly.
Assign parking access as per company policy.
Track help desk requests and cost codes for invoice coding.
Provide required amenities to employees as per Atkins norms.
Report issues or complaints related to guest stays to the manager.
Support site team with hotel bookings and guest travel arrangements.
Ensure visitors fill out health declaration forms.
Maintain records of courier, newspaper, vehicle, mobile, and data card connections.
Maintain daily visitor reports.
Track hotel arrangements.
Ensure adherence to programmed housekeeping schedules and report issues to the manager.
Track manufacturing and expiration dates of first aid items as per HSSE guidelines.
Maintain reports and records.
Ensure timely invoice processing for payments.
Maintain crockery and cutlery records.
Handle Visitor Management Tool.
Ensure visitors enter required details in the VMS.
Direct daily facility operations (Soft Services), including invoice management, cafeteria operations, and vendor coordination.
Ensure expenses align with the concerned project/business and assigned purchase orders.
Maintain timely MIS and databases, such as Snag List and Daily Checklist.
Ensure COVID-19 guidelines are downloaded for all visitors.
Manage front office administration and interact with internal clients for day-to-day operational challenges.
Track consumables monthly.
Maintain details of current and future guests.
Maintain records of feminine hygiene vending machines and inform the concerned team for procurement.
Train housekeeping staff and maintain SDS for chemicals used.
Ensure safe and secure services for guests.
Maintain stock registers and daily consumables trackers.
Coordinate with vendors to procure required first aid stock.
Ensure visitors adhere to safety norms within office premises.
Fulfill requests for travel, stationery, and desk relocation within timelines.
Resolve facilities-related issues promptly.
Arrange airport transfers and local office-to-hotel transfers.
Report issues related to the VMS portal to the concerned team.
Ensure courier costs are charged to respective department cost codes.
Ensure upkeep of office vehicles, including basic amenities, first aid, and emergency contact numbers.
Ensure timely order placement.
Coordinate with courier providers for IT asset quotations.
Maintain first-aid boxes.
Maintain end-to-end contact with transport vendors.
Maintain monthly records of incoming and outgoing couriers.
Ensure visitors report at reception before being escorted.
Track flight details for safe travel.
Deploy staff for tasks like loading paper in printers and plotters.
Maintain records of two-wheeler and four-wheeler parking.
Ensure timely vehicle arrangements to avoid delays.
Coordinate and track feminine hygiene bins and gloves disposal services.
Track damaged items for timely replacement.
Manage office vehicle schedules.
Receive and respond to approval requests.
Maintain monthly tracker records.
Coordinate with hotel sales teams for proposal renewals.
Coordinate with building management for automated parking allocation and ensure timely entry and deletion of vehicles on the portal for smooth basement parking access.
Conduct daily inspections for cleanliness and hygiene and take corrective actions as needed.
Ensure safety guidelines are downloaded for all visitors.
Complete all action items recorded in daily reports.
Manage internal staff facility requests via the ticketing tool.
Report issues and complaints to the manager timely.
Allocate jobs and deploy manpower for daily activities.
Maintain building access card tracker for joiners, movers, and leavers (JML).
Take approvals as per GAM approver (GDC Authority Levels).
Maintain stock registers.
Track serviceable pin codes of courier providers.
Ensure employees have parking facilities as per company policy.
Respond immediately to priority calls and facilities-related issues during the shift and follow the escalation process.
Ensure cleaners maintain washrooms and general areas, and report discrepancies.
Submit all vendor invoices to finance on time.
Track PR expiration and ensure timely renewal of purchase orders.
Maintain monthly supporting sheets for vendor invoices.
Track parking access records as per DLF parking guidelines.
Maintain reception, lobby area, and washrooms to ensure high standards of housekeeping and upkeep.
Coordinate with vendors for quotations.
Maintain monthly help desk reports for MMR.

What you bring

vms

zoho

vendor coordination

bachelor's