Job Description:

Job Description – Receptionist, Admin & HR Job Title: Receptionist, Admin & HR Executive Department: Administration & Human Resources Employment Type: Full-time Location: Ahmedabad Experience: 2 – 7 years Job Summary We are looking for a professional, organized, and people-oriented Receptionist, Admin & HR Executive to manage front-office operations, administrative activities, and basic HR functions. The ideal candidate should have excellent communication skills, a pleasant personality, strong organizational abilities, and the ability to handle confidential information professionally. 1. Reception & Client Coordination Manage the reception desk and greet clients, visitors, candidates, and other stakeholders professionally. Handle incoming calls, emails, messages, and correspondence and direct them to the appropriate Partner or team member. Coordinate client visits, appointments, meetings, and conference-room schedules. Maintain visitor records and ensure appropriate visitor access. Handle incoming and outgoing courier, post, and documents. Coordinate the movement and distribution of client-related documents within the office. Maintain a professional, clean, and welcoming reception area. Provide basic information about the firm and direct client queries to the appropriate team. Maintain a high level of client service and professional etiquette at all times. 2. Office Administration Manage day-to-day administrative activities of the office. Maintain office records, registers, files, documentation, and administrative databases. Coordinate stationery, office supplies, printing, courier, housekeeping, security, and other office requirements. Monitor office inventory and ensure timely replenishment of essential supplies. Coordinate with vendors, service providers, building management, and maintenance agencies. Assist in organizing internal meetings, training sessions, seminars, client meetings, and office events. Coordinate travel, accommodation, and other administrative arrangements for Partners and employees when required. Maintain office-related bills, invoices, and supporting documents and coordinate with the accounts team for processing. Ensure smooth functioning of office facilities and promptly escalate maintenance or operational issues. Assist Partners and senior management with administrative requirements. 3. HR Coordination & Employee Support Assist with end-to-end recruitment coordination, including job postings, candidate sourcing, screening, interview scheduling, and follow-ups. Coordinate interviews with Partners and department heads. Handle candidate communication and joining formalities. Prepare and maintain employee personnel files and HR documentation. Coordinate onboarding and induction of new employees. Maintain employee attendance, leave, and other HR records. Collect and coordinate payroll-related inputs such as attendance, leave, new joiners, exits, and employee changes. Prepare HR letters, employment-related documents, internal notices, and other HR correspondence. Assist in employee engagement activities, celebrations, training programs, and internal events. Respond to routine employee queries and coordinate with management/HR for resolution. Assist in maintaining HR policies, procedures, and employee records. Support employee exit formalities and maintain appropriate documentation. Ensure confidentiality of employee, client, and firm-related information. 4. Compliance & Confidentiality Maintain strict confidentiality of client information, employee records, financial information, and internal firm matters. Ensure proper filing and safe custody of sensitive documents. Follow the firm's internal policies, procedures, and professional standards. Ensure that confidential documents are not shared with unauthorized persons. Maintain appropriate records required for internal administration and HR purposes. Required Qualifications Graduate in B.Com, BBA, BA, BMS, HR, Business Administration, or a related discipline. 2–5 years of relevant experience in Reception, Administration, HR, or a combination of these functions. Experience in a CA firm, professional services firm, consultancy, law firm, or similar corporate environment will be preferred. Good working knowledge of MS Office, particularly Excel, Word, and Outlook/email. Strong written and verbal communication skills. Good English communication and professional telephone etiquette. Ability to handle confidential information with maturity and discretion. Key Skills & Competencies Professional communication and client-handling skills Strong organizational and coordination abilities Front-office and visitor management HR administration and recruitment coordination Documentation and record management Good command of MS Office Multitasking and prioritization Attention to detail Problem-solving ability Professional appearance and conduct Teamwork and interpersonal skills Confidentiality and integrity Ability to work under pressure and meet deadlines Preferred Candidate The ideal candidate will be well-groomed, approachable, proactive, responsible, and comfortable handling multiple responsibilities across Reception, Administration, and HR functions.