Receptionist Cum Admin ( Receptionist & Office Administrator)

Job Description 

Receptionist Cum Admin

About Artha Energy Resources 

Artha Energy Resources is a developer and owner of Solar Energy Projects, providing IPP, EPC, and O&M solutions to C&I customers across 19 states in India. 

Role Overview 

The Receptionist & Office Administrator will be responsible for managing the front desk and ensuring a professional experience for visitors, while supporting smooth and efficient day-to-day office operations. The role will involve office administration, vendor coordination, hospitality, discipline management, pantry and support staff supervision, IT asset coordination, and selected HR support activities. 

Reports To: Managing Partner 

Location: Office No. 5, 1st Floor, Surya Mahal Building, B Bharucha Road, Kala Ghoda, Fort, Mumbai, Maharashtra – 400013 

Success Definition: 

The office operates smoothly with professional front-desk management, strong discipline, efficient vendor coordination, effective support services, and a professional workplace environment. 

Key Responsibilities 

1. Front Desk & Reception Management 

• Greet and assist all visitors professionally. 

• Ensure guest waiting time is maintained below 5 minutes. 

• Maintain accurate visitor records. 

• Handle incoming calls and route them appropriately. 

• Ensure the reception area remains clean, organized, and presentable. 

2. Office Administration 

• Maintain office supplies, stationery, and inventory. 

• Coordinate housekeeping, maintenance, and general office services. 

• Maintain courier records and logs. 

• Monitor office infrastructure and ensure timely resolution of issues. 

• Ensure essential office services remain functional with minimum disruption. 

3. Vendor Management 

• Source and evaluate vendors, obtaining a minimum of 3 quotations wherever applicable. 

• Maintain an updated vendor database. 

• Negotiate pricing and service terms. 

• Coordinate AMC and other service vendors. 

• Monitor vendor performance and service quality. 

4. Invoice & Billing Coordination 

• Collect and verify vendor invoices. 

• Maintain proper invoice and supporting documentation. 

• Coordinate with Accounts for timely payment processing. 

• Track invoice status and payment due dates. 

5. Office Discipline & Decorum 

• Support punctuality and workplace discipline. 

• Monitor compliance with the company's dress code and office guidelines. 

• Maintain professional workplace standards and office decorum. 

• Escalate recurring discipline-related concerns to the reporting manager. 

6. Guest Experience & Hospitality 

• Prepare meeting rooms before scheduled meetings. 

• Ensure meeting rooms are clean, organized, and fully equipped. 

• Provide professional hospitality to guests and visitors. 

• Arrange refreshments as required. 

8. IT Asset Management & Coordination 

• Maintain accurate inventory of mobiles, laptops, and IT accessories. 

• Track asset issuance, returns, and handovers during onboarding and offboarding. 

• Coordinate with IT vendors for repairs, replacements, and troubleshooting with help of IT Manager. 

• Maintain proper documentation and records of all IT assets. 

• Ensure timely recovery and handover of IT assets during employee separation. 

9. Pantry & Office Support Team Management 

• Manage pantry operations, including stock, quality, hygiene, and availability. 

• Supervise office boys and allocate daily tasks. 

• Ensure timely meeting refreshments and daily office service readiness. 

• Monitor discipline, attendance, and performance standards of support staff. 

• Ensure support staff maintain professional conduct and service standards. 
  
  

  Key Deliverables 

  • Professional guest experience 
  • Fully functional office with zero downtime 
  • Disciplined office environment 
  • Accurate IT asset tracking 
  • Efficient vendor and pantry management  

  KPIs 

  •  Guest waiting time 
  •  Admin uptime 
  •  Invoice turnaround time 
  •  Vendor efficiency 
  •  Cleanliness and discipline feedback 
  •  Asset tracking accuracy 

  Skills & Competencies 

  • Communication skills 
  • Negotiation ability 
  • Basic accounting knowledge 
  • Multitasking ability 
  • Professional etiquette 

   Behavioural Expectations 

  • Presentable and professional 
  • Proactive and accountable 
  • Detail-oriented