Front Desk Manager

Chalk Studio · India

Designation: Front Office & Studio Operations Manager

Reporting to: People Lead

Role Summary

This role combines Front Office Management, Studio Administration, Community Building, HR Support, and Founder Assistance. This is a front-office based role — the incumbent will be stationed at reception/front desk as a core part of the job. The individual is responsible for ensuring seamless studio operations while fostering a strong internal culture.

Key Responsibility Areas

1. Front Office & Brand Representation

• Attend all walk-ins (clients, vendors, partners).
• Manage reception & visitor experience.
• Handle incoming landline calls professionally.
• Maintain reception aesthetics and visitor records.

Outcome: Professional first impression and smooth front-desk operations.

2. Vendor & Design Coordination

• Maintain updated vendor database.
• Schedule and coordinate vendor meetings.
• Track vendor interactions and documentation.

Outcome: Efficient material sourcing and vendor alignment.

3. Studio Administration & Facility Management

• Ensure office cleanliness, hygiene, and upkeep.
• Maintain pantry, refreshments, crockery, stationery.
• Identify upgrade needs and propose budgets.
• Coordinate maintenance and facility vendors.
• Maintain asset & inventory records.

Outcome: Well-maintained, aesthetically aligned studio environment.

4. Financial & Operational Controls

• Maintain monthly imprest records with bills.
• Submit expense reconciliation reports.
• Track company car logbooks (KM, fuel usage, servicing).
• Monitor fuel efficiency and report discrepancies.
• Track admin staff leave records and coverage planning.

Outcome: Cost control, operational discipline, and transparency.

5. Travel & Cost Optimization

• Book flights, hotels, and transport.
• Compare platforms for best pricing.
• Research cost-saving tools and card benefits.

Outcome: Efficient and economical travel management.

6. Community & Culture Development

• Plan team engagement initiatives.
• Organize cultural activities and events.
• Conduct quarterly quizzes (design knowledge, values).
• Drive internal engagement during weekly meetings.

Outcome: Stronger team bonding and cultural alignment.

7. HR & People Coordination

• Support onboarding and act as buddy for new joiners.
• Monitor biometric attendance & adjustments.
• Take minutes of weekly meetings and track action items.
• Assist in preliminary CV screening.
• Coordinate interview scheduling.
• Manage exit documentation and handovers.

Outcome: Structured people processes and accountability tracking.

8. Founder & Studio Head Support

• Assist with scheduling and coordination when required.
• Take regular feedback for improvements.
• Support internal initiatives and event planning.
• Maintain confidentiality and proactive execution.

Outcome: Operational support to leadership with reduced dependency.

Performance Expectation

• High ownership and proactive problem-solving.
• Continuous upskilling and process improvement.
• Increment and growth linked to performance, initiative, and expanded responsibilities.