Executive Front Office & Guest Relations

Position Title: Executive Front Office & Guest Relations

Location: NAMTECH Campus, Godhavi, Ahmedabad

Department: Administration

About NAMTECH

NAMTECH (New Age Makers Institute of Technology) is a next-generation, not-for-profit institution focused on industry-integrated engineering and technology education.

As NAMTECH scales academic programs, infrastructure, and partnerships, strong financial governance, sustainability, and compliance are critical to long-term institutional success.

Role Overview

At NAMTECH, the campus experience begins the moment someone walks through our doors.

The Executive – Front Office & Guest Relations will be responsible for creating a professional, welcoming and well-managed experience for visitors and institutional stakeholders, while ensuring seamless management of the front office, conference rooms, hospitality arrangements, events and key visitor-facing areas.

Key Responsibilities:

1. Front Office & Guest Relations

• Manage front office operations and ensure a professional and welcoming experience for visitors, guests and institutional stakeholders.
• Coordinate visitor registration, access, meetings and movement within the campus in liaison with relevant internal teams.
• Manage visitor hospitality, with particular attention to senior leadership, Board members, industry guests and other institutional visitors.

2. Conference Rooms & Visitor-Facing Areas

• Manage conference and meeting room bookings and ensure rooms are appropriately prepared and service-ready for scheduled meetings.
• Ensure the reception, conference rooms and key ground-floor visitor-facing areas are organised, presentable and maintained to expected standards.
• Coordinate with Housekeeping, Maintenance, IT/AV and other service teams for timely resolution of requirements.

3. Events & Institutional Visits

• Coordinate administrative and hospitality arrangements for institutional events, meetings and important visits, including venue readiness, seating, guest reception, F&B and related logistics.
• Liaise with Branding, Housekeeping, Transport, Security and other internal teams/service partners for smooth execution of events and visits.
• Maintain the event calendar/log, checklists and relevant records for effective planning and tracking.

4. Hospitality & F&B Coordination

• Coordinate refreshments, catering and hospitality requirements for visitors, meetings and institutional events.
• Liaise with cafeteria/catering partners to ensure timely service, appropriate presentation and adherence to agreed requirements.
• Maintain relevant service records for verification and bill coordination.

5. Front Office Administration

• Maintain adequate front-office, conference-room and hospitality supplies and coordinate timely replenishment.
• Maintain visitor, conference-room, event and front-office records/MIS.
• Support other front-office and administrative requirements based on operational needs.

Qualifications & Experience

• Graduate in any discipline; qualification in Hospitality, Hotel Management, or a related discipline preferred.
• 3–5 years of relevant experience in Front Office, Guest Relations, Hospitality, Corporate Administration, or Event Coordination.
• Experience in a corporate, educational, hospitality, or institutional environment preferred.

Candidate Profile

• Preferred Age: 25–30 years.
• Professional and service-oriented, with the confidence and maturity to interact with senior leadership, Board members, industry leaders and other institutional guests.

Personal Attributes

• Professional and well-presented
• Warm, courteous and confident
• Strong verbal and interpersonal communication
• Mature, discreet and dependable
• Proactive and responsive
• Organised with strong attention to detail
• Ability to manage multiple priorities calmly
• Strong service orientation

Technical Competencies

• Front Office & Visitor Management
• Conference Room & Meeting Coordination
• Guest Relations & Hospitality
• Event & Catering Coordination
• Calendar & Booking Management
• Service-Partner & Vendor Coordination
• Records, Documentation & MIS
• Working knowledge of MS Office