Front Desk Executive

About IIHMR University: IIHMR University, Jaipur, is a postgraduate research university. The University has five schools: 1) Institute of Health Management Research, 2) School of Pharmaceutical Management, 3) M.L. Mehta School of Development Studies, 4) S.D.

Gupta School of Public Health, and 5) School of Digital Health. The university offers the following full-time programs: MBA (Hospital and Health Management), MBA (Pharmaceutical Management), MBA (Development Management), MBA (Healthcare Analytics), and Master of Public Health (MPH). In addition to these programs, Johns Hopkins University, USA, offers a cooperative Master of Public Health (MPH) program in Jaipur in cooperation with IIHMR University.

IIHMR University also offers Executive Education programs, Management Development Programs, and Certificate Courses. IIHMR University offers PhD programs in the areas of Health Management, Hospital Management, Public Health, Digital Health, Pharmaceutical Management, and Development Management.

Campus: IIHMR University, Prabhu Dayal Marg, Near Sanganer Airport, Jaipur – 302029

Phone: +91-141-3924700, 2791431-32

Email: [email protected] | www.iihmr.edu.in

Position: Front Desk Executive

Profile Summary: The Front Desk Executive is the first point of contact for all visitors, students, parents, faculty, dignitaries, and external stakeholders at IIHMR University. The role requires a well-groomed, articulate, and service-oriented professional to represent the University's brand with warmth, professionalism, and efficiency, while ensuring smooth front-office and administrative operations that support the academic and corporate functions of the campus.

Qualification:

• Graduate in any discipline from a recognised university (Essential).
• Degree or diploma in Hospitality, Hotel Management, Mass Communication, or Business Administration (Preferred).

Required Skills:

• Proficiency in MS Office (Word, Excel, Outlook); comfort with EPABX systems, printers, scanners, and standard office equipment.
• Working knowledge of email etiquette, basic correspondence drafting, and record-keeping.
• Exposure to visitor-management software or ERP systems will be an added advantage.
• Excellent verbal and written communication in English and Hindi.
• Clear articulation, pleasant telephone manner, and ability to handle diverse audiences with poise.

Required Experience:

• 1–3 years of relevant experience as a Front Desk Executive, Receptionist, or Guest Relations Executive, preferably in a university, educational institution, hospital, corporate office, or hospitality environment.
• Exceptional fresh graduates with strong communication skills, presentable personality, and a clear service orientation may also be considered.

Key Responsibilities:

Reception & Visitor Management:

• Greet and welcome all walk-in visitors, prospective students, parents, faculty, guests, and dignitaries in a courteous, professional, and culturally sensitive manner.
• Maintain an accurate visitor register, issue visitor passes and ensure strict adherence to campus security and entry protocols.
• Direct visitors to the appropriate department, faculty, or officer and coordinate meetings in a timely manner.
• Ensure the reception area, waiting lounge, and front-office premises remain clean, organised, and aesthetically presentable always.

Telephone & Communication Handling:

• Operate the EPABX system; attend, screen, and route all incoming calls to the relevant department or individual.
• Respond to general enquiries on admissions, programmes, events, and campus facilities, or escalate to the appropriate authority.
• Manage the central email inbox for front-desk correspondence and respond to routine queries within defined turnaround times.
• Maintain and periodically update the internal directory of faculty, staff, and departmental extensions.

Administrative & Coordination Support:

• Support the Admissions, HR, and Administration departments during walk-ins, open houses, campus tours, and counselling sessions.
• Coordinate with housekeeping, security, transport, and facility vendors to ensure smooth daily operations of the front office.
• Schedule meeting rooms, manage meeting calendars, and arrange refreshments for visitors and guests.
• Receive, log, and distribute incoming couriers, mail, and deliveries; dispatch outgoing couriers and maintain accurate records.
• Monitor and maintain stationery, printing, and front-desk consumables inventory; raise indents in a timely manner.

Event & Campus Support:

• Provide front-desk support during university events such as convocation, seminars, guest lectures, industry visits, and workshops.
• Assist in registration, badging, and guest coordination during flagship events and conferences.
• Support the admissions and marketing teams during campus tours and information sessions for prospective students and parents.

Records, Compliance & Safety:

• Maintain accurate records of visitor logs, courier movements, key registers, and front-desk documentation.
• Adhere to University policies on data confidentiality, privacy, safety, and the code of conduct.
• Report any irregularities, safety concerns, or security breaches observed at the front office to the reporting manager immediately.