Receptionist / Personal Secretary

AVP ARCHITECTS

Job Profile: Personal Secretary cum Receptionist cum Office Administrator

Reporting to: Principal Architect, Ar. Vijay Pathak

Employment Type: Full-time

Role Overview

Provide secretarial support to the Principal Architect, manage the reception desk and coordinate daily office administration. The role requires excellent communication, systematic follow-up, discretion and the ability to manage multiple responsibilities in a professional architectural office.

Key Responsibilities

1. Personal Secretary

• Manage the Principal Architect’s appointments, calendar, meetings and reminders.
• Coordinate with clients, consultants, contractors and staff for meetings and follow-ups.
• Prepare correspondence, meeting notes and daily task lists; track pending actions.
• Arrange travel and site-visit schedules when required.
• Handle confidential correspondence and business information with discretion.

2. Reception and Client Coordination

• Welcome clients, visitors and consultants professionally.
• Attend telephone calls, respond to routine enquiries and direct messages promptly.
• Maintain visitor records, contact lists and incoming/outgoing courier registers.
• Keep the reception and meeting rooms organised and presentable.
• Arrange refreshments and ensure the conference room is ready before meetings and presentations.

3. Office Administration

• Coordinate daily office operations, housekeeping, maintenance and service providers.
• Monitor stationery, printing supplies, pantry items and other office requirements.
• Maintain organised physical and digital records, correspondence and administrative documents.
• Coordinate printing, scanning, binding and preparation of presentation materials.
• Maintain petty-cash records and compile expense bills for approval.

4. Attendance and HR Support

• Maintain employee attendance, leave and late-coming records.
• Prepare monthly attendance summaries and salary calculations for management/accounts approval.
• Assist with interview scheduling, joining formalities and employee documentation.
• Track assigned administrative tasks and report pending matters to management.

5. Accounts and Follow-up Support

• Coordinate with the accountant for invoices, receipts, expense records and payroll inputs.
• Follow up on client payments and vendor bills as directed.
• Maintain payment trackers and supporting documentation.

6. Presentation and Marketing Coordination

• Assist with office profiles, project presentations and marketing material.
• Coordinate website and social-media updates using content approved by management.
• Organise project photographs, brochures and the firm’s digital portfolio.

Qualifications and Skills

• Graduate in any discipline; secretarial or office-administration training preferred.
• Preferably 2–5 years of relevant experience. Experience in an architectural, interior-design, real-estate or consultancy office is an advantage.
• Good verbal and written communication in English, Hindi and Marathi.
• Working knowledge of MS Word, Excel, PowerPoint, email and digital filing.
• Strong organisational skills, professional telephone etiquette and consistent follow-up.
• Punctual, dependable and able to handle confidential information responsibly.

Performance Expectations

Maintain accurate records, ensure timely follow-ups, keep meetings well organised and support smooth daily office operations.

Salary: Based on experience, skills and suitability.