Job Description – Receptionist (Factory Reception & Client Coordination)
Job Title: Receptionist
Department: Administration / Human Resources
Location: Factory
Reports To: HR & Administration Manager
Job Summary
The Receptionist serves as the first point of contact for all visitors, clients, vendors, and business associates visiting the factory. The role is responsible for creating a professional first impression by managing front desk operations, coordinating client visits, handling telephone communications, maintaining visitor records, and providing administrative support while ensuring compliance with the company's security and visitor management policies.
Key ResponsibilitiesFront Desk Management
- Welcome and assist all clients, visitors, vendors, and guests in a courteous and professional manner.
- Ensure visitors are properly registered and issued visitor passes as per company policy.
- Maintain the visitor management system and daily visitor log.
- Notify concerned employees immediately upon visitor arrival.
- Ensure the reception area remains clean, organized, and presentable at all times.
Client & Visitor Coordination
- Coordinate factory visits for domestic and international clients.
- Arrange meeting rooms and ensure they are prepared before scheduled meetings.
- Coordinate with HR, Production, Sales, and Security departments for smooth visitor movement.
- Escort or arrange assistance for visitors within the factory premises when required.
- Provide basic company information and direct visitors to the appropriate departments.
Telephone & Communication
- Handle incoming and outgoing telephone calls professionally.
- Screen and transfer calls to the appropriate departments.
- Take accurate messages and ensure timely communication.
- Respond to general email inquiries and forward them to relevant departments.
Administrative Support
- Maintain records of courier dispatches and incoming mail.
- Coordinate with courier agencies for document deliveries.
- Maintain office stationery inventory for the reception area.
- Assist HR and Administration in documentation and filing work.
- Prepare daily visitor reports and monthly reception activity reports.
Security & Compliance
- Ensure all visitors follow factory safety rules and PPE requirements before entering production areas.
- Coordinate with the Security team for visitor entry and exit procedures.
- Maintain confidentiality of company information.
- Follow company SOPs, safety guidelines, and compliance requirements.
Required Qualifications
- Bachelor's Degree in any discipline (preferred).
- Diploma in Administration or Hospitality is an added advantage.
Experience
- 2–5 years of experience as a Receptionist, Front Office Executive, or Administrative Assistant.
- Experience in a manufacturing or factory environment is preferred.
Skills & Competencies
- Excellent verbal and written communication skills in English and Hindi.
- Professional appearance and positive attitude.
- Strong interpersonal and customer service skills.
- Good telephone etiquette.
- Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint).
- Ability to multitask and prioritize work efficiently.
- Good organizational and time management skills.
- Ability to work under pressure while maintaining professionalism.
- Strong coordination and problem-solving skills.
Key Responsibilities During Client Visits
- Welcome clients and ensure a smooth check-in process.
- Coordinate refreshments and hospitality arrangements.
- Inform the concerned department immediately upon client arrival.
- Arrange meeting rooms, presentation materials, and required documents.
- Coordinate factory tours with Production and Safety teams.
- Ensure all visitors comply with factory safety protocols.
- Collect visitor feedback after meetings, if required.
Key Performance Indicators (KPIs)
- Professional greeting and visitor handling.
- Client satisfaction and hospitality standards.
- Timely coordination of meetings and factory visits.
- Accuracy of visitor records.
- Telephone response and call handling efficiency.
- Reception area cleanliness and organization.
- Compliance with visitor management and security procedures.
- Timely completion of administrative tasks.
Working Conditions
- Full-time position based at the factory reception.
- May require extended hours during client visits, audits, or management meetings.
- Must maintain a professional demeanor and business attire at all times.
Preferred Candidate Profile
- Pleasant personality with excellent communication skills.
- Customer-focused and service-oriented mindset.
- Highly organized and detail-oriented.
- Ability to interact confidently with senior management, VIP clients, vendors, and international visitors.
- Professional, courteous, and capable of representing the company's brand image effectively.
Pay: ₹8,598.08 - ₹24,001.91 per month
Benefits:
- Cell phone reimbursement
- Food provided
- Leave encashment
- Paid sick time
- Paid time off
- Provident Fund
Work Location: In person