Receptionist & Admin Executive

1. ABOUT DURATUF

Duratuf Products Pvt. Ltd. is a Kolkata-based industrial safety solutions company exporting to 60 countries. Our product portfolio spans Insulating Mats Rubber Sheets & Mats Rubber Hoses Rubber Lining Conveyor & V-Belts and PVC Products serving industries that demand zero-compromise on safety and quality.

2. ROLE PURPOSE

Serve as the operational backbone of Duratufs office owning front-desk excellence facility upkeep IT asset coordination travel logistics cost discipline compliance renewals and people support end-to-end. The incumbent ensures the workplace is safe functional and well-maintained at all times while delivering warm and professional service to every employee and visitor.

3. KEY RESPONSIBILITIES

Front Desk & Visitor Management

Man the reception professionally; greet all visitors warmly and maintain visitor logs

Manage the welcome screen ensure the front area is clean and presentable at all times

Handle incoming calls direct queries and manage courier inward/outward

Facility & Infrastructure Management

Oversee daily upkeep of offices meeting rooms pantry and common areas

Coordinate with housekeeping and security to ensure zero maintenance lapses

Manage AMC contracts vendor coordination and infrastructure service schedules

Ensure all meeting rooms are ready before every scheduled meeting

IT Asset Coordination

Maintain the IT asset register with 100% accuracy

Manage issuance and retrieval of assets during onboarding and exit

Coordinate with vendors for equipment repairs and replacements

Security & Safety Compliance

Monitor attendance and access control systems

Ensure fire safety equipment is in place and functional

Escalate incidents promptly; maintain incident logs

Travel & Logistics Management

Book tickets hotels and cabs for leadership and employees; confirm all bookings 48 hours in advance

Optimise travel costs without compromising leadership travel experience

Manage itineraries and last-minute changes efficiently

Cost Control & Vendor Management

Evaluate vendor quotes and negotiate for best pricing

Manage petty cash with full accountability and zero errors

Process invoices and flag over-spends proactively

Documentation & Records Management

Maintain organised physical and digital filing systems

Manage sample dispatch and library records

Handle courier management end-to-end

Compliance & Renewals Tracking

Maintain a renewals calendar covering vehicle insurance KMC registrations and statutory documents

Ensure zero lapses action all renewals at least 30 days in advance

Follow up proactively with vendors and internal stakeholders

MIS Reporting & Data Entry

Update daily MIS without being prompted

Maintain data entry error rate below 1%

Deliver weekly reports on time every time

Employee Onboarding & Exit Support

Ensure workstation is ready before Day 1 for every new joiner

Coordinate admin and IT handover for exits

Complete full exit clearance documentation within 5 working days of last date

Role Competencies

Front desk and visitor management

Facility and infrastructure management

IT asset register discipline

Security and safety compliance

Travel and logistics management

Cost control and vendor management

Documentation and records management

Compliance and renewals tracking

MIS reporting and data accuracy

Employee onboarding and exit coordination

What Were Looking For (Cultural Fit)

Proactive and self-driven acts without being asked anticipates problems before they occur

Warm and people-oriented genuinely caring toward employees and guests; not transactional

Firm on cost discipline and policy adherence pushes back on wasteful spends

Strong communication and interpersonal skills clear verbal and written; handles conflict diplomatically

Highly organised and detail-oriented nothing falls through the cracks

Calm under pressure and quick to escalate composed during disruptions

Ownership mindset treats the office as their own; takes responsibility without being reminded

WHAT THIS ROLE IS NOT