Job Description

Hiring a Front Desk & Admin Executive (Female) - Lahore (Onsite)

About the Company:

Our client is an immigration consultancy firm that provides complete support and guidance to individuals planning to move abroad.

About Role Overview:

We are looking for a proactive, organized and professional Front Desk & Admin Executive (Female) to manage front desk operations and provide administrative support to ensure the smooth functioning of the office. The ideal candidate will serve as the first point of contact for visitors while supporting daily administrative and operational activities across departments.

Responsibilities:

Front Desk Management

• Greet and welcome clients, visitors, and guests in a professional and courteous manner.
• Direct visitors to the appropriate department or personnel.
• Maintain a clean, organized, and professional reception area at all times.
• Ensure a positive and professional first impression of the company.

Communication Management

• Answer, screen, and route incoming calls efficiently.
• Take accurate messages and ensure timely communication with relevant staff.
• Manage and respond to general inquiries received via phone, email, and WhatsApp.
• Coordinate communication between departments when required.

Appointment & Meeting Coordination

• Schedule appointments, client meetings, interviews, and internal meetings.
• Manage meeting room bookings and ensure meeting arrangements are in place.
• Send reminders and maintain calendars for management and relevant team members.

Administrative Support

• Perform general administrative duties, including filing, scanning, photocopying, printing, and document management.
• Assist the HR and Administration departments with employee records, attendance tracking, and administrative documentation.
• Maintain organized filing systems for company records and documents.
• Maintain accurate records and ensure all administrative and operational data is properly updated.
• Maintain and update client records and client tracking sheets, ensuring information is accurate and readily accessible.
• Prepare administrative reports and correspondence when required.

Office Administration

• Monitor office supplies and coordinate replenishment with vendors and procurement personnel.
• Ensure office facilities and common areas are maintained in an organized manner.
• Assign and follow up on daily tasks assigned to office support staff.
• Coordinate office maintenance and vendor-related requirements when necessary.

Visitor & Courier Management

• Maintain visitor logs and ensure compliance with company security procedures.
• Receive, sort, and distribute incoming mail, courier packages, and official correspondence
• Coordinate outgoing courier shipments and document dispatches.

Customer Service & Client Support

• Assist walk-in clients and visitors with general inquiries.
• Handle concerns professionally and escalate matters to the relevant department when required.
• Support departments with documentation, form printing, and administrative coordination.

Cross-Department Coordination

• Liaise with HR, Operations, Sales, and Management teams to support day-to-day business activities.
• Assist in organizing company meetings, events, training sessions, and employee engagement activities.
• Provide administrative support during audits, inspections, and operational projects.

Workplace Safety & Compliance

• Maintain awareness of office safety procedures and emergency protocols.
• Assist visitors and employees during emergency situations when required.

Qualifications & Requirements

• Bachelor's degree (Mandatory).
• Minimum 2–4 years of experience in Administration, Front Desk, Reception, or Office Management.
• Excellent verbal and written communication skills.
• Strong interpersonal and customer service skills.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, and PowerPoint).
• Strong organizational, multitasking, and time-management abilities.
• Professional appearance and positive attitude.
• Ability to maintain confidentiality and handle sensitive information responsibly.


Other Details:

Experience: 2 to 4 years
Employment Type: Full-time (Onsite)
Timings: 10:00 AM to 6:00 PM
Working Days: Monday to Saturday (Alternate Fridays are off)
Location: DHA Phase 4, Lahore, Pakistan

About HR Ways:

HR Ways is an Award winning Technical Recruitment Firm helping software houses and IT Product companies internationally and locally to find IT Talent. HR Ways is engaged by 300+ Employers worldwide ranging from worlds biggest SaaS Companies to most competitive Startups. We have entities in Dubai, Canada, US, UK, Pakistan, India, Saudi Arabia, Portugal, Brazil and other parts of the world. Join our Whatsapp Channel https://whatsapp.com/channel/0029VamSiLr5fM5fMtAdCS2M to stay updated or visit www.hrways.co to know more."