Front Office Executive

Job Description: Front Office Executive

Role Overview

The Front Office Executive is responsible for front desk operations, visitor coordination, administrative documentation, inventory control, certificate processing, and attendance management for skills sessions and workshops at Vydehi Advanced Simulation Academy (VASA).

Key Responsibilities

1. Front Desk & Visitor Management

• Act as the first point of contact for visitors, students, parents, faculty, and delegates.
• Manage visitor entry and exit in coordination with security and conduct guided VASA tours.

2. Inventory Management

• Issue, track, and collect scrubs, footwear, locker keys, and workshop kits.
• Maintain inventory registers and prevent unauthorized removal of materials.

3. Payments & Coordination

• Maintain accurate payment records and registers.
• Coordinate with Accounts and Operations teams for reconciliation and logistical support.

4. Administrative Documentation & Compliance

• Maintain visitor logs, inward/outward registers, and administrative records in an audit-ready manner.
• Ensure secure storage and confidentiality of all documents.

5. Certificate Management

• Verify participant eligibility before certificate generation.
• Track certificates pending approval/signature and follow up to ensure issuance within defined Turnaround Time (TAT).
• Inform participants of certificate readiness and issue certificates only to authorized recipients.
• Maintain a certificate issuance register for verification and reference.

6. Skills & Workshop Attendance Management

• Record and maintain attendance for skills sessions, workshops, and training programs.
• Coordinate with faculty and operations teams to ensure accurate attendance data.

7. Communication & Coordination

• Handle official communication via emails, phone calls, and WhatsApp groups.
• Collect feedback from VIP visitors and support coordination of academic and training activities.

Skills & Competencies

• Excellent verbal and written communication skills
• Strong organizational, coordination, and follow-up abilities
• Proficient in MS Word and MS Excel
• Attention to detail and professional conduct

Qualification

•  Graduate in any discipline (preferred)
• Diploma in Office Administration / Front Office Management is an added advantage
• Previous experience in healthcare front desk or hospital operations is preferred

Performance Expectations

• Timely completion of tasks within defined Turnaround Time (TAT)
• Accurate records, attendance tracking, and inventory management
• Professional front desk operations and effective communication