Admin & Reception Executive

Administration & Reception Executive

Aerem | Mumbai, Maharashtra, India (On-site)

ABOUT AEREM

Aerem is India's end-to-end platform making solar adoption simple for MSMEs and homeowners. We are building a seamless ecosystem that enables businesses and individuals to transition to clean energy through innovative financing, technology, and marketplace solutions.

As we continue to grow, we are looking for a professional, proactive, and well-organized Administration & Reception Executive to manage front-desk operations and support the smooth functioning of day-to-day office administration.

ROLE OVERVIEW

The Administration & Reception Executive will be responsible for creating a professional and welcoming experience for visitors, employees, clients, and other stakeholders while supporting the organization with day-to-day administrative and office coordination activities.

The ideal candidate should have excellent communication and interpersonal skills, strong organizational abilities, attention to detail, and a proactive approach to handling administrative responsibilities.

KEY RESPONSIBILITIES

Front Desk & Reception

• Serve as the first point of contact for visitors, clients, candidates, vendors, and other stakeholders.
• Greet and assist visitors in a professional and courteous manner.
• Manage incoming calls, messages, emails, and general correspondence and direct them to the appropriate teams.
• Maintain visitor records and ensure compliance with office access and security protocols.
• Coordinate meeting room bookings and ensure meeting spaces are properly arranged.
• Manage incoming and outgoing couriers, mail, and office deliveries.
• Ensure the reception area and common areas are maintained in a clean, organized, and professional manner.

Administration & Office Coordination

• Provide day-to-day administrative support to ensure the smooth functioning of the office.
• Maintain office records, documents, registers, trackers, and administrative files.
• Manage office stationery and supplies, monitor inventory, and coordinate timely replenishment.
• Coordinate with housekeeping, security, facility teams, and external vendors for routine office requirements.
• Coordinate with vendors and service providers for office-related requirements and follow up on pending activities.
• Assist in organizing internal meetings, employee engagement activities, events, and other office initiatives.
• Support travel, transportation, accommodation, and other logistical arrangements when required.
• Assist with printing, scanning, filing, documentation, and other administrative requirements.
• Maintain administrative trackers and prepare basic reports as required.
• Monitor routine office requirements and proactively escalate issues to the concerned team.
• Assist with seating arrangements, access cards, employee requirements, and other office-related coordination.

HR & Employee Support

• Support HR and Administration teams with employee onboarding and joining formalities.
• Assist with interview coordination, candidate communication, and meeting arrangements.
• Support employee documentation and other HR-related administrative activities.
• Assist in coordinating employee events, engagement activities, and office initiatives.

General Responsibilities

• Maintain confidentiality while handling employee, company, and business information.
• Ensure timely follow-up and closure of assigned administrative tasks.
• Coordinate effectively with different departments and stakeholders.
• Take ownership of day-to-day administrative requirements and ensure timely resolution.
• Support other administrative or operational activities as assigned.

REQUIREMENTS

• 13 years of experience in Administration, Reception, Front Office, Office Coordination, or a similar role.
• Graduate in any discipline from a recognized university.
• Excellent verbal and written communication skills in English and Hindi.
• Strong interpersonal and relationship-management skills.
• Proficiency in Microsoft Office Suite, particularly Word, Excel, Outlook, and PowerPoint.
• Strong organizational and multitasking abilities with excellent attention to detail.
• Good coordination, follow-up, and time-management skills.
• Professional and presentable demeanor with a service-oriented approach.
• Ability to handle confidential information with discretion and professionalism.
• Proactive attitude with the ability to work independently and take ownership of responsibilities.
• Ability to work effectively in a fast-paced and dynamic environment.

WHAT WE OFFER

• Opportunity to work with one of India's fastest-growing clean energy companies.
• Collaborative and inclusive work culture.
• Learning and career growth opportunities.
• Exposure to cross-functional teams and diverse business functions.
• Opportunity to take ownership of varied administrative responsibilities.
• Dynamic and fast-paced work environment.

Location: Mumbai (On-site)