Receptionist & Front Office Executive – Administration, Recruitment Support & Software Operations

JOB DESCRIPTION (JD)Receptionist \& Front Office Executive – Administration, Recruitment Support \& Software Operations

• *Company:** Trafotech Systems Pvt. Ltd.
• *Job Location:** Hingna MIDC, Nagpur, Maharashtra
• *Department:** Administration, HR \& Operations
• *Reports To:** HR / Administration Manager / Management
• *Employment Type:** Full\-Time

1\. About the Company

Trafotech Systems Pvt. Ltd. is an engineering solutions company engaged in engineering solutions, tender management support, and the supply of specialised electrical and power\-sector equipment across India. The company serves government utilities, EPC contractors, and large industrial clients.

We are looking for a professional, computer\-savvy, well\-organised, and people\-oriented **Receptionist \& Front Office Executive** who can manage front\-desk operations, assist with recruitment and interview coordination, schedule meetings, maintain digital records, and support routine administrative activities.

The ideal candidate must possess excellent people\-management skills, multitasking abilities, and the confidence to handle a fast\-paced, high\-pressure work environment.

2\. Key Roles and Responsibilities

• *A. Front Desk \& Reception Management**

• Welcome and attend to visitors, clients, vendors, candidates, and business associates professionally.
• Handle incoming and outgoing calls, emails, and general enquiries.
• Maintain visitor registers, appointment schedules, and meeting records.
• Coordinate visitor appointments, courier services, and incoming/outgoing documents.
• Ensure the reception area and meeting rooms remain organised and presentable.
• Communicate professionally with internal teams and external stakeholders.

• *B. Recruitment \& HR Coordination**

• Assist the HR team with routine recruitment activities, including resume screening and candidate follow\-ups.
• Contact shortlisted candidates to communicate interview details, job information, and next steps as instructed.
• Schedule and coordinate online and face\-to\-face interviews with candidates and interview panels.
• Send interview invitations, reminders, confirmations, and follow\-up communications through email, telephone, or other approved channels.
• Maintain candidate databases, interview schedules, application records, and recruitment trackers using Excel and Google Sheets.
• Collect resumes, application forms, and relevant documents from candidates.
• Track candidate attendance, interview status, feedback, and pending recruitment actions.
• Assist with job postings, candidate communication, and recruitment documentation as assigned.
• Coordinate with HR and department heads to ensure interviews are scheduled efficiently and hiring activities progress on time.
• Maintain confidentiality of candidate information and recruitment\-related discussions.

• *C. Meeting \& Calendar Management**

• Schedule internal meetings, client meetings, candidate interviews, and management appointments.
• Coordinate meeting availability with management and relevant departments.
• Send meeting invitations, reminders, agendas, and joining links where required.
• Manage meeting rooms and ensure the necessary arrangements are completed before meetings.
• Maintain a daily schedule of appointments, interviews, meetings, and follow\-up activities.
• Reschedule appointments promptly when priorities or business requirements change.

• *D. Computer Skills \& Software Operations**

• Demonstrate strong working knowledge of MS Office, especially Excel, Word, and PowerPoint.
• Use Google Workspace, including Gmail, Google Drive, Google Docs, Google Sheets, and Google Forms.
• Prepare spreadsheets, reports, letters, email drafts, and other office documents.
• Maintain digital records, databases, employee information, visitor registers, and candidate trackers.
• Handle PDF merging, document conversion, scanning, printing, uploading, and file organisation.
• Perform accurate data entry and maintain properly organised digital folders.
• Learn and operate company\-specific software, CRM, ERP, and other digital tools as required.
• Use AI\-based productivity tools responsibly for routine administrative and documentation tasks.
• Troubleshoot basic computer, printer, and software issues.

• *E. Administration \& Interdepartmental Coordination**

• Coordinate with HR, Accounts, Tender, Marketing, Sales, and Operations teams.
• Maintain office files, stationery records, courier registers, and administrative documents.
• Assist with official letters, internal notices, reports, and company communications.
• Follow up with employees regarding pending documents, information, and assigned tasks.
• Maintain accurate physical and digital filing systems.
• Support management with routine administrative and coordination activities.

• *F. People Management \& Communication**

• Interact confidently and professionally with candidates, employees, clients, vendors, and visitors.
• Manage people with patience, courtesy, confidence, and a solution\-oriented attitude.
• Handle candidate enquiries, interview\-related concerns, and visitor complaints tactfully.
• Coordinate effectively with different departments and ensure smooth communication.
• Demonstrate emotional maturity, professional behaviour, and the ability to handle difficult conversations.
• Maintain a positive and disciplined work environment.
• Follow up assertively and politely to ensure timely responses and completion of tasks.
• Exercise sound judgement when prioritising requests and escalating sensitive matters to management.

• *G. High\-Pressure Work \& Multitasking**

• Work efficiently in a fast\-paced office environment with multiple simultaneous responsibilities.
• Manage incoming calls, visitors, candidate coordination, meetings, emails, and documentation without compromising accuracy.
• Handle urgent tasks and changing priorities calmly and professionally.
• Meet deadlines and maintain proper follow\-up even during periods of high workload.
• Demonstrate initiative, accountability, problem\-solving ability, and a willingness to take ownership of assigned tasks.
• Remain composed while handling demanding situations, last\-minute schedule changes, and multiple departmental requirements.
• Maintain confidentiality, accuracy, and professional conduct under pressure.

3\. Educational Qualifications \& Experience

• **Minimum Qualification:** 12th Pass; graduation preferred.
• **Preferred Education:** B.Com, BBA, BCA, B.A., or equivalent.
• **Experience:** 1–3 years in front\-office administration, reception, HR coordination, recruitment support, or office operations.
• Freshers may apply if they demonstrate excellent computer proficiency, communication skills, organisational ability, and a willingness to learn.

4\. Mandatory Technical Skills

• MS Excel, Word, PowerPoint, and Google Workspace.
• Professional email drafting and telephone etiquette.
• Candidate database management and interview scheduling.
• Google Forms, Google Sheets, and calendar management.
• Digital documentation, PDF handling, scanning, and file management.
• Data entry, spreadsheet maintenance, and basic MIS reporting.
• Online meeting coordination and video\-conferencing tools.
• Ability to learn new software and follow digital workflows independently.

• *Preferred skills:** Basic recruitment coordination, HRMS/CRM software, Excel formulas, sorting and filtering, and AI productivity tools.

5\. Essential Personality Traits \& Soft Skills

The candidate must demonstrate

• Excellent people\-management and interpersonal skills.
• Strong verbal and written communication.
• Professional English and Hindi communication; Marathi is an advantage.
• Confidence in interacting with candidates, clients, management, and employees.
• High\-pressure handling and effective multitasking.
• Strong time management, prioritisation, and follow\-up discipline.
• Attention to detail and accuracy in documentation.
• A proactive, responsible, and solution\-oriented approach.
• Emotional maturity, patience, adaptability, and a positive attitude.
• Integrity and strict confidentiality.
• Ability to work independently while coordinating with multiple departments.

6\. Key Performance Indicators (KPIs)

Performance will be evaluated on the following parameters

• **Front Office Management:** Professional handling of visitors, calls, appointments, and enquiries.
• **Recruitment Coordination:** Timely candidate communication, interview scheduling, attendance tracking, and follow\-ups.
• **Meeting Management:** Accurate scheduling, timely reminders, and effective coordination.
• **Software Proficiency:** Efficient use of office software and digital tools.
• **Data Accuracy:** Correct maintenance of candidate databases, registers, and administrative records.
• **People Management:** Professional interaction, effective coordination, and tactful handling of concerns.
• **Multitasking \& Pressure Handling:** Ability to manage competing priorities without compromising work quality.
• **Task Completion:** Timely completion of assigned work and follow\-ups.
• **Confidentiality \& Discipline:** Responsible handling of sensitive information and compliance with company policies.

7\. Working Conditions

• **Work Location:** Hingna MIDC, Nagpur, Maharashtra.
• **Working Days:** Monday to Saturday.
• **Working Hours:** 9:30 AM to 6:30 PM.
• **Salary:** Based on qualifications, relevant experience, computer skills, and interview performance.
• **Employment Terms:** As per company policy.

8\. Selection Process

• Resume screening.
• Personal or online interview.
• Practical computer assessment covering Excel, Word, email drafting, data entry, Google Workspace, and PDF handling.
• Practical assessment of candidate communication, interview scheduling, prioritisation, and administrative coordination.
• Final evaluation based on software proficiency, people management, professional conduct, multitasking, and suitability for a high\-pressure office environment.

9\. Ideal Candidate Profile

We are looking for someone who is **more than a traditional receptionist**. The ideal candidate should be capable of handling front\-office responsibilities, supporting recruitment activities, coordinating interviews and meetings, maintaining digital records, and assisting multiple departments.

The person must be confident in dealing with people, comfortable with computer\-based work, highly organised, and capable of managing urgent assignments and changing priorities. The candidate should be dependable, proactive, professional, and able to maintain accuracy and composure under pressure.

10\. How to Apply

Interested candidates should submit their updated resume highlighting their computer skills, administrative experience, recruitment coordination exposure, communication abilities, and people\-management capabilities.

• *Company:** Trafotech Systems Pvt. Ltd.
• *Website:** https://trafotechsystems.com

Pay: ₹9,200\.00 \- ₹50,000\.00 per month

Benefits

• Provident Fund

Work Location: In person