Provide general reception operations and administrative services for all colleagues. Back up Senior Office Assistant regarding office maintenance and supplies ordering when required. Provide EA cover from time to time.

Responsibilities:

Daily opening of reception area with checks to ensure everything is presented neatly and professionally 

Greet and announce visitors promptly and professionally

Answer all incoming calls to reception promptly, transfers calls, forward phone for short breaks 

Knows and follows procedures for handling emergency situations (and is familiar with emergency numbers):

Liaise with HR to request new access cards from security keeping all information up to date, inform security regarding deactivation

Oversee allocation of parking spaces and liaise with security for activation and deactivation of cards

Business card ordering. Completing all information online in English and Arabic with 100% accuracy, place reorders upon request

Maintain a daily roster of visitors and comply with visitor badge issuance process 

Oversee incoming and outgoing mail/couriers, check courier invoices against airway bills and notify payroll of any deductions for personal deliveries

Coordinate all aspects related to meeting room bookings and use initiative to resolve scheduling issues, ensure meeting room set up is complete and liaise with Office Assistant for refreshments etc.

Monitor incoming RFP’s, treat as urgent and ensure they are forwarded appropriately

Coordinate taxi requests

Support on ad hoc requests from other departments/consultants

Order catering for meetings, research and negotiate rates with new suppliers

Daily closing of reception area ensuring the office is safe and secure

Maintain and record parking cheques for visitors from security

 

Key Skills:

Strong interpersonal skills; friendly, professional manner; ability to interact effectively at all levels

Excellent telephone etiquette

Ability to handle difficult and irate callers gracefully 

Excellent follow-up skills; take accurate messages and deliver them quickly

Take ownership of caller’s requests; actively seek appropriate person to refer callers

Flexible and team player

Working knowledge of Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)

2-3 years previous Reception or Customer Service experience required

Excellent English skills. Arabic preferable 

Flexibility with regards to working hours; ability to adjust schedule and work overtime when necessary

Smart, professional appearance at all times

 

You can apply by sending your CV to This email address is being protected from spambots. You need JavaScript enabled to view it.

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