Receptionist / Front Office Executive

Receptionist / Front Office Executive – Interior Design Firm

1. Client Reception & Coordination

• Welcome clients and visitors professionally.

• Understand the client's basic requirement and connect them with the appropriate designer/project manager.

• Schedule client meetings, site visits, and design discussions.

• Coordinate appointments between clients, designers, project managers, and vendors.

• Maintain client contact details and meeting records.

• Follow up with clients regarding meetings, selections, and pending information.

2. Quotations & Commercial Coordination

• Prepare quotations based on details provided by the designer/project manager.

• Collect product rates from vendors and suppliers.

• Prepare material/product-wise quotation sheets.

• Update quotations whenever there are changes in quantity, design, material, or specifications.

• Send quotations to clients through email/WhatsApp.

• Follow up with clients regarding quotation approval.

• Maintain records of quotations sent, approved, pending, and revised.

• Coordinate with the accounts team regarding advance payments and pending payments.

3. Design & Material Coordination

• Maintain records of client selections such as lights, furniture, tiles, sanitaryware, fabrics, wallpapers, etc.

• Share product catalogues, images, specifications, and rates with clients when instructed by the designer.

• Coordinate with designers for pending selections.

• Maintain a proper record of approved and pending materials.

• Ensure client selections are communicated to the concerned team.

4. Vendor & Supplier Coordination

• Contact vendors for product availability, pricing, lead time, and delivery status.

• Request quotations from suppliers.

• Maintain updated vendor and supplier contact lists.

• Coordinate material deliveries with the project/site team.

• Follow up on pending orders and deliveries.

5. Project Support

• Maintain project-wise files and documents.

• Keep track of important project information, approvals, and client communications.

• Coordinate between office, design team, site team, vendors, and clients.

• Assist the project manager with follow-ups and documentation.

• Maintain records of project-related communications and commitments.

6. Reception & Office Administration

• Answer and direct phone calls.

• Handle incoming and outgoing emails and WhatsApp communication.

• Maintain the reception and client meeting area.

• Receive documents, samples, and material deliveries.

• Maintain office stationery and basic supplies.

• Handle scanning, printing, filing, and documentation.