Front Desk Officer

About Ascent Meditech

Ascent Meditech Limited, founded in 1991 by Mr. Rajiv Mistry, is a leading Indian healthcare company focused on orthopaedics and rehabilitation products. The company is well-known for its innovative Orthopaedic Heat Belt and a range of supports, braces, and rehabilitation aids that improve patient mobility and comfort. Operating globally, Ascent Meditech emphasizes quality, research, and technological innovation to meet evolving healthcare needs, exporting products to over 50 countries.

Role Overview and Key Responsibilities

• Manage the reception area ensuring it is always tidy, organized, and welcoming to employees and visitors.
• Greet and assist visitors, clients, candidates, vendors, and other guests professionally and courteously.
• Handle incoming telephone calls, screening and routing them properly, while maintaining professional telephone etiquette.
• Maintain accurate visitor logs and enforce visitor security protocols.
• Arrange visitor access, meeting rooms, and refreshments as needed.
• Address general inquiries or direct to the appropriate contact.
• Ensure reception desk is stocked with necessary office materials and information.
• Support various departments with daily administrative tasks, keeping records and documentation organized.
• Coordinate courier services, mail dispatch, and monitor timely deliveries.
• Manage office supplies including stationery and pantry items, assessing stock levels and initiating replenishment.
• Maintain records of office assets and assist in preparing administrative reports and trackers.
• Assist with printing, scanning, filing, and document management across departments.
• Arrange and equip meeting rooms, coordinate refreshments, and facilitate meetings, trainings, employee engagement activities, and company events.
• Liaise with vendors such as housekeeping, courier, travel, facility management, and maintenance service providers to ensure proper service delivery.
• Maintain vendor contacts, service records, and follow-ups, escalating unresolved issues to management.
• Oversee office cleanliness and maintenance, coordinating with housekeeping and facility teams.
• Monitor infrastructure needs related to electrical, plumbing, furniture, and air conditioning and report maintenance requirements.
• Implement office administration best practices to enhance efficiency and support employees in their administrative needs.
• Maintain confidentiality and adherence to company policies, prepare administrative reports, and perform additional duties as assigned.
• Coordinate employee engagement activities including birthday celebrations, festive events, and cultural programs ensuring smooth organization.
• Manage Annual Maintenance Contracts (AMCs) for office equipment and facilities, track renewals, service schedules, and ensure timely preventive maintenance.

Required Competencies and Attributes

• Strong skills in front desk operations, office administration, vendor management, and event coordination.
• Proficient in managing records, inventory, travel, courier coordination, and basic Microsoft Office applications (Word, Excel, Outlook, PowerPoint).
• Excellent verbal and written communication skills with professional demeanor and telephone etiquette.
• Customer service orientation, interpersonal skills, and ability to manage relationships effectively.
• High integrity, confidentiality, attention to detail, organizational capabilities, and time management skills.
• Ability to multitask, prioritize, problem-solve, and work collaboratively within a team.
• Proactive, positive attitude with flexibility and willingness to take ownership of tasks.
• Pleasant and presentable personality maintaining professionalism under pressure.

Education and Experience

Graduation in any discipline from a recognized university is required. Candidates should have between 1 to 4 years of relevant experience in front desk operations, office administration, or administrative support. Experience managing visitors, office activities, and vendor coordination is preferred.