Front Office Executive / GRE / Receptionist

Job Description - Front Desk Executive
Job Location - Baner-Pashan Link Road, Pune

Job type - Full Time.

Company Overview
Unique Properties is a leading real estate organization committed to delivering exceptional real estate solutions across residential and commercial segments. With a strong focus on customer satisfaction, we strive to create a seamless and professional experience for every client.
We are looking for a motivated, courteous, and organized Front Desk Executive to join our team at our Bund Garden Road Pune. As the first point of contact for clients and visitors, the Front Desk Executive plays a vital role in creating a positive impression of the organization while providing administrative and operational support to various departments.

Key Responsibilities
Front Desk & Guest Relations

• Welcome clients, visitors, vendors, and business associates in a warm and professional manner.
• Manage the reception area to ensure it remains clean, organized, and presentable at all times.
• Answer and direct incoming telephone calls to the appropriate departments or personnel.
• Create a pleasant and welcoming experience for all visitors.

Visitor Management

• Register visitors and coordinate their appointments with the concerned teams.
• Provide information about the company's projects and services.
• Assist visitors with brochures, project information, and general inquiries.
• Escort clients to the AV Room for project presentations and facilitate visits to the sample flat whenever requested by the Sales team, especially during peak hours.

Administrative Support

• Provide administrative assistance to various departments, including data entry, documentation, filing, and record management.
• Manage incoming and outgoing mail, courier services, packages, and deliveries.
• Maintain office stationery, reception supplies, and inventory records.
• Process and maintain accurate site billing records for labour contractors and other agencies to ensure timely payment processing.
• Verify Channel Partner (CP) invoices for accuracy before submission.
• Maintain petty cash records and ensure proper documentation of expenses.
• Register new employees on the biometric attendance system and share weekly updates with the HR department.
• Coordinate with booked clients regarding agreement copies, payment receipts, and related documentation.

Appointment & Meeting Coordination

• Schedule appointments and meetings for internal teams.
• Coordinate conference room bookings and ensure meeting rooms are ready before scheduled meetings.

Communication

• Receive, record, and relay messages accurately and promptly.
• Monitor and respond to general company email inquiries or route them to the relevant department.

Security & Compliance

• Monitor visitor access and ensure compliance with company security procedures.
• Maintain visitor registers and access records.
• Report any suspicious or unauthorized activities to the concerned authorities.

Record Management

• Maintain accurate records related to visitors, correspondence, office administration, and reception activities.
• Ensure all reception-related documentation is updated and filed systematically.

Qualifications & Skills

• Undergraduate or Graduate in any discipline. Additional certifications in administration or customer service will be an advantage.
• 2+ years of experience as a Front Desk Executive, Receptionist, Guest Relations Executive, or in a similar customer-facing role.
• Excellent verbal and written communication skills.
• Strong interpersonal and customer service orientation.
• Good organizational and multitasking abilities with attention to detail.
• Proficiency in Microsoft Office (Word, Excel, Outlook, and PowerPoint).
• Professional appearance, positive attitude, and pleasant personality.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Ability to work effectively in a fast-paced real estate environment.

Preferred Candidate Profile

• Friendly, proactive, and service-oriented personality.
• Strong coordination and follow-up skills.
• Ability to handle multiple responsibilities efficiently.