Front Office Executive

We are looking to recruit an experienced Front Office Executive in our Bengaluru office who will be one of the key members of our Administration Team in India.

Here at Buro Happold, expect the exceptional.

To deliver friendly and welcoming customer service, supporting business requirements with meeting arrangements, switchboard, delivery of post/couriers, and providing support for facilities-related tasks on an Ad Hoc basis. Providing an efficient service to internal and external clients.

Your next role:

Front Desk

• Meeting & Greeting the Clients/Vendors/Visitors
• Arrangement of tea/coffee and ordering lunch (when required) for visitors.
• Responsible for managing the activation of new employees/visitors’ access cards.
• Understanding the card activation procedure and being responsible for the issuance of these to all new employees and visitors as required.
• Responsible for the presentation and cleanliness of the reception area
• Accurate management of the meeting room calendar and assistance with scheduling meeting rooms for staff members as required.
• Managing the Office, Pantry, washrooms & internal meeting rooms upkeep & maintenance regularly.
• Updation of the First Aid Box medicine
• Updation of Grab Bag (as per Audit compliance)
  
  
  

• Coordinate between the Requisitioner and the Courier Agency for the Document/Asset, etc., courier
• Preparation of necessary docs, obtaining necessary approvals, & Maintaining records
• Handling of vendor creation, Printing Invoices, POs, GRN, and submission to Finance
• Providing assistance with the arrangement of courier services at the request of staff members
• Accepting and arranging courier drop-offs and collections on behalf of staff members.
  
  
  

• Travel Dashboard Management
• Downloading PDF & Excel invoices & submitting to finance.
• Check the balance on a weekly basis and share the balance update with the finance team
  
  
  

• Maintaining and managing the weekly drawing submission log.
• Booking vehicles for the delivery of drawing submittals, confirming delivery has been completed, and maintaining an accurate record of this activity.
• Maintaining the Visitors Book
• Maintaining the site visits register
• Maintaining Library (Inward / Outward entries / Management)
• Allocation of Access Cards, Stationery & Attendance Muster
  
  
  

• Printing of ID cards, name plates, & Employee wall photos & ensuring all new and existing staff member photos are updated on the company intranet & reception wall
• Ensure the “Project concept reports system/cupboard” / Tender Documents cupboard is up to date at all times
• Booking transportation, i.e., taxi bookings or local drivers for staff members / Radio Cabs (Ola & Uber), Assistance as required.
• Managing and updating vendor files as advised by the office manager
• Reception telecom management.
  
  
  

• Strong verbal and written communication skills.
• Ability to handle inquiries and provide a welcoming experience.
• Handling multiple tasks such as calls, visitors, and administrative duties.
• Proficiency with MS Office.
• Bachelor’s degree preferred.
• Experience 5 to 6 years minimum in reception, administration or customer service roles.
  
  
  

• Buro Happold values an individuals flexible approaches to working patterns as an important part of the way you work and achieve balance. We welcome applications from those who are seeking flexibility in their careers.
• Our exceptional portfolio of projects is the result of the diversity of thought, identities, backgrounds, and experiences that shape us. Appreciating each other’s differences is key, we want employees to feel they don’t have to mask elements of their identity to thrive.
• We are working to change the lack of representation of marginalised groups in the built environment and are particularly keen to hear from anyone who feels they are underrepresented in the industry. We have much to learn from one another. Embracing differences allows us to develop the most innovative and elegant solutions.
• Please let us know if there are any adjustments we could make to the application process to make it easier and more comfortable for you. Contact IndiaHR@burohappold.com so we can work with you to support you throughout your application.