Front desk Executive (Receptionist) Saket, New Delhi

Job Description

Job Profile: 1. Receiving and making calls on behalf of Company This includes :- a. receiving and making calls to connect lawyers and support staff ; b. Maintaining a register in which all external calls, both incoming as well as outgoing are entered with the callers name along with his companys name , the country he is calling from, and his contact number in case he has left any message. These details are immediately emailed to the concerned lawyer / staff without delay. The entire session of either connecting the call or taking a message reflects in the aforementioned register along with the time of the call. 2. Maintaining a company- directory at the reception, and updating it with new entries and changes in contact details, if any. 3. Entry of all incoming couriers / posts in the respective register as soon as they are received. All incoming couriers are then quickly sent to the concerned lawyer / staff member, and his signature is taken on the register in front of the entry as a proof of his receiving. a. The couriers addressed to any client (as we are registered office of many of our clients) are forwarded to the lawyer working on the concerned account. In case of his absence, the concerned lawyer(s) are intimated via email as quickly as possible. b. The ones addressed and not to any person in particular are opened by the reception and then duly forwarded to the concerned person or department. c. Like-wise all outgoing couriers are entered date-wise along with the senders name, clients name, destination and contents. This is maintained in a soft copy. d. Follow up on sent couriers as and when required. The reception is also responsible to keep airway-bills of all outgoing couriers and is expected to follow-up with the courier agency to track a consignment. 4. Maintaining attendance record in attendance register(s) for both Lawyers as well as for the administrative staff. This includes marking them on CL-casual leave/PL-privilege leave/SL-sick-leave. For administrative staff one is required to mark their in-time in attendance-register as well. 5. Maintaining an extension list, contact list (with mobile numbers). An updated version is circulated as and when anyone joins the firm, or in case there is a change that should be notified to all others. Similarly, a contact list consisting of the every lawyers and staff members official as well as their personal mobile numbers is maintained, and circulated as and when required within office or to other office(s). 6. An updated birthday list is maintained for the office. A birthday e-card is sent that morning to the Delhi office informing everyone about the occasion. 7. Supervision and up-keep of all conference rooms in the office. This includes that the meeting room should have all amenities in place namely - fresh water, clean glasses, projector/LCD in working condition, clean white-board, new markers, clean table and chairs, clean floor, writing pads and pens and like. All meeting room(s) are booked through the reception, the front-desk maintains a booking record of the slots each conference room is booked for in order to avoid double- bookings and also to prioritize the meetings. 8. The Front-desk books conference-calls through Tata Indicom Conference-call Services on the request of the lawyers. The client details of all such calls are then forwarded to the Mumbai office as and when required. 9. The Front-desk books the cabs through our local cab-vendor as and when required by the lawyers and administrative staff. The details of the ones booked thereof, are sent in a weekly report to the office-administrator updated with client-transaction details. 10. Assistance in day-to-day coordination between the lawyers and the office-executives. Essential Duties & Responsibilities: 1. Receiving and making calls 2. Updating firms telephone directory 3. Entry of all incoming and outgoing couriers - Follow-up on sent couriers as and when required 4. Maintaining attendance record in attendance register(s) for both Lawyers as well as for the administrative staff 5. Maintaining an extension list, mobile contact list 6. Conference rooms 7. Conference call booking 8. Cab-booking ,

Keyskills :
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