Front Office Administrative

Key Responsibilities

1. Reception & Public Relations

• Serve as the first point of contact for students, staff, parents, vendors, and campus visitors.
• Answer, screen, and route incoming multi-line phone calls and manage general department email inboxes.
• Enforce campus/office security protocols, maintain visitor logs, and issue visitor passes.

2. Student & Academic Support

• Provide front-line information regarding academic programs, campus services, office hours, and general administrative inquiries.
• Assist students with collecting forms, submitting applications, or directing them to specific departments (e.g., finance, examination branch, student welfare).

3. Clerical & Administrative Duties

• Draft, proofread, and format correspondence, memos, and circulars.
• Maintain both digital and physical filing systems for student records, department files, and correspondence.
• Process incoming and outgoing postal mail, couriers, and internal document deliveries.

4. Scheduling & Facility Coordination

• Manage department calendars, coordinate meetings, and book seminar rooms, auditoriums, or lecture halls for faculty and staff events.
• Coordinate with housekeeping and maintenance teams to keep the reception and meeting areas presentable.
• Help set up audio-visual or video conferencing equipment for meetings.

5. Inventory & Procurement

• Monitor, track, and reorder office supplies, stationery, and department equipment.
• Handle small petty cash or expense vouchers for daily office needs.

6. Data Entry & Reporting

• Update university databases, student information systems, or Excel trackers.
• Assist administrative leads in compiling data for academic audits, accreditation reports, or department reviews.

Required Qualifications & Skills

• Education: A Bachelor’s Degree in any discipline (Business Administration, Office Management, or Humanities preferred).

• Experience: 1 to 3+ years of experience in front office administration, reception, or a corporate/academic secretarial role.

• Technical Skills:

• Proficiency in the Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).

• Familiarity with university management or CRM software is a plus.

• Experience operating office hardware (printers, scanners, intercoms).

• Soft Skills:

• Exceptional verbal and written communication skills (fluency in local and official languages like English and Malayalam)

• High level of patience, professionalism, and discretion with confidential student/faculty records.

• Strong multitasking, time-management, and problem-solving abilities