Front Office Executive

We’re AtkinsRéalis, a world class Engineering Services and Nuclear organization. We connect people, data and technology to transform the world's infrastructure and energy systems. Together, with our industry partners and clients, and our global team of consultants, designers, engineers and project managers, we can change the world. Created by the integration of long-standing organizations dating back to 1911, we are a world-leading professional services company dedicated to engineering a better future for our planet and its people. We deploy global capabilities locally to our clients and deliver unique end-to-end services across the whole life cycle of an asset including consulting, advisory & environmental services, intelligent networks & cybersecurity, design & engineering, procurement, project & construction management, operations & maintenance, decommissioning and capital. The breadth and depth of our capabilities are delivered to clients in key strategic sectors.

News and information are available at www.atkinsrealis.com or follow us on LinkedIn. 

Our teams take great pride in delivering some of the world’s most prestigious projects. This success is driven by our talented people, whose diverse perspectives, expertise, and knowledge set us apart. Join us and you'll be part of our genuinely collaborative environment, where everyone is supported to make the most of their talents and expertise.

When it comes to work-life balance, AtkinsRéalis is a great place to be. So, let's discuss how our flexible and remote working policies can support your priorities. We're passionate about are work while valuing each other equally. So, ask us about some of our recent pledges for Women's Equality and being a 'Disability Confident' and 'Inclusive Employer’.

Position Description:

• Manage front office administration and interact with internal clients for day-to-day operational challenges.
• Manage office vehicle schedules.
• Maintain reception, lobby area, and washrooms to ensure high standards of housekeeping and upkeep.
• Respond immediately to priority calls and facilities-related issues during the shift and follow the escalation process.
• Handle Visitor Management Tool.
• Maintain timely MIS and databases, such as Snag List and Daily Checklist.
• Conduct daily inspections for cleanliness and hygiene and take corrective actions as needed.
• Direct daily facility operations (Soft Services), including invoice management, cafeteria operations, and vendor coordination.
• Support site team with hotel bookings and guest travel arrangements.
• Allocate jobs and deploy manpower for daily activities.
• Coordinate with building management for automated parking allocation and ensure timely entry and deletion of vehicles on the portal for smooth basement parking access.

Responsibilities:

Visitor Management – Tool and Process:

• Ensure visitors adhere to safety norms within office premises.
• Ensure visitors report at reception before being escorted.
• Maintain daily visitor reports.
• Ensure safety guidelines are downloaded for all visitors.
• Ensure visitors fill out health declaration forms.
• Ensure COVID-19 guidelines are downloaded for all visitors.
• Report issues related to the VMS portal to the concerned team.
• Ensure visitors enter required details in the VMS.

Zoho Tool – Complaints and Issue Redressal:

• Manage internal staff facility requests via the ticketing tool.
• Receive and respond to approval requests.
• Take approvals as per GAM approver (GDC Authority Levels).
• Track help desk requests and cost codes for invoice coding.
• Fulfill requests for travel, stationery, and desk relocation within timelines.
• Resolve facilities-related issues promptly.
• Maintain monthly help desk reports for MMR.
• Report issues and complaints to the manager timely.

Transportation for Staff and Guests:

• Provide safe and secure transportation for guests.
• Ensure timely vehicle arrangements to avoid delays.
• Maintain end-to-end contact with transport vendors.
• Ensure safe and secure services for guests.
• Report issues or complaints related to guest stays to the manager.

Long Stay Guest Help Desk Requests:

• Maintain details of current and future guests.
• Track hotel arrangements.
• Coordinate with hotel sales teams for proposal renewals.
• Track PR expiration and ensure timely renewal of purchase orders.
• Arrange airport transfers and local office-to-hotel transfers.
• Track flight details for safe travel.
• Ensure upkeep of office vehicles, including basic amenities, first aid, and emergency contact numbers.

Invoices and Supporting Sheets:

• Maintain records of courier, newspaper, vehicle, mobile, and data card connections.
• Maintain monthly supporting sheets for vendor invoices.
• Ensure timely invoice processing for payments.
• Coordinate with vendors for IT asset quotes and delivery.
• Ensure expenses align with the concerned project/business and assigned purchase orders.
• Submit all vendor invoices to finance on time.

Induction Related (Photo ID, Access Cards, Visiting Cards):

• Maintain records of ID cards, lanyards, and access cards issued to new joiners.
• Provide required amenities to employees as per Atkins norms.
• Maintain building access card tracker for joiners, movers, and leavers (JML).

Courier Service, Subscriptions (Magazines/Newspapers):

• Maintain monthly records of incoming and outgoing couriers.
• Track serviceable pin codes of courier providers.
• Coordinate with courier providers for IT asset quotations.
• Prepare documents as per courier customs requirements.
• Take approvals as per GAM approver (GDC Authority Levels).
• Ensure courier costs are charged to respective department cost codes.

Parking:

• Maintain records of two-wheeler and four-wheeler parking.
• Assign parking access as per company policy.
• Track parking access records as per DLF parking guidelines.
• Ensure employees have parking facilities as per company policy.

First Aid:

• Maintain first-aid boxes.
• Track manufacturing and expiration dates of first aid items as per HSSE guidelines.
• Coordinate with vendors to procure required first aid stock.

Housekeeping (HK) Programmed Schedule:

• Ensure adherence to programmed housekeeping schedules and report issues to the manager.
• Ensure cleaners maintain washrooms and general areas, and report discrepancies.
• List other scheduled housekeeping contractors.
• Coordinate and track feminine hygiene bins and gloves disposal services.
• Maintain records of feminine hygiene vending machines and inform the concerned team for procurement.

HK – Stock Inventory and Chemical Cleaning Utilisation:

• Maintain stock registers and daily consumables trackers.
• Track consumables monthly.
• Ensure timely order placement.
• Train housekeeping staff and maintain SDS for chemicals used.

Pantry – Stock Inventory and Utilisation:

• Maintain stock registers.
• Track daily consumables monthly.
• Ensure timely order placement.
• Complete all action items recorded in daily reports.

Stationery Indent/Stock Inventory Management, Crockery & Cutlery Tracking:

• Maintain reports and records.
• Maintain stock registers.
• Track daily consumables monthly.
• Ensure timely order placement.
• Deploy staff for tasks like loading paper in printers and plotters.
• Maintain crockery and cutlery records.
• Coordinate with vendors for quotations.
• Track damaged items for timely replacement.
• Maintain monthly tracker records.

Minimum Education Qualification:

• Bachelor’s degree in any discipline (preferred: Hospitality, Business Administration, or Office Management).
• Alternatively, 12th pass with a diploma in Front Office Operations or Office Administration may be considered for candidates with strong experience.

Minimum Experience Requirement:

• 2 to 4 years of relevant experience in front office, facilities coordination, or administrative support in a corporate or hospitality environment.
• Familiarity with visitor management systems (VMS), Zoho ticketing tools, vendor coordination, and soft services is essential.

Why work for AtkinsRéalis?

We at AtkinsRéalis are committed to developing its people both personally and professionally. Our colleagues have the advantage of access to a high ranging training portfolio and development activities designed to help make the best of individual’s abilities and talents. We also actively support staff in achieving corporate membership of relevant institutions.

Meeting Your Needs:

To help you get the most out of life in and outside of work, we offer employees ‘Total Reward’.
Making sure you're supported is important to us. So, if you identify as having a disability, tell us ahead of your interview, and we’ll discuss any adjustments you might need.

Additional Information:

We are an equal opportunity, drug-free employer committed to promoting a diverse and inclusive community - a place where we can all be ourselves, thrive and develop. To help embed inclusion for all, from day one, we offer a range of family friendly, inclusive employment policies, flexible working arrangements and employee networks to support staff from different backgrounds. As an Equal Opportunities Employer, we value applications from all backgrounds, cultures and ability.

We care about your privacy and are committed to protecting your privacy. Please consult our Privacy Notice on our Careers site to know more about how we collect, use and transfer your Personal Data.

Link: Equality, diversity & inclusion | Atkins India (atkinsrealis.com)

At AtkinsRéalis, we seek to hire individuals with diverse characteristics, backgrounds and perspectives. We strongly believe that world-class talent makes no distinctions based on gender, ethnic or national origin, sexual identity and orientation, age, religion or disability, but enriches itself through these differences.