Receptionist

Scope and Purpose:

• To welcome visitors and clients, receive and route telephone calls and provide administration support in the office.
• To deal with queries from the public and customers.
• Administrative support to Admin and IT departments as instructed by the respective managers.

Key Result Areas & Responsibilities :

• • Welcome visitors to the office, assist them in making appointments, assure their comfort and direct them to the proper staff or service.
  • Deal with enquiries from the public, staff and pass messages on to other members of staff.
  • Answer telephones; screen and forward calls and /or record and forward messages accurately.
  • Receive, sort, distribute and dispatch mails and couriers within the office; file correspondence and other materials as required.
  • Verifying courier invoices & forwarding to Finance Department.
  • Maintain hard copy log of visitors.
  • Monitoring, Maintaining and ordering Office equipment, stationeries, and pantry supplies, PO creation and billing via SAP. Arrangement of Petty Cash to settle payables to some suppliers. Maintenance of stocks and records of pantry/stationaries for both offices B1 and warehouses.
  • Business travel administration – maintain and update the records of business trips of staff, ensure employees’ apply for business trips via the travel portal and provide an overview of employees’ presence status by means of ‘Staff Notifications’.
  • Arrange meetings, book and prepare Conference rooms and arrange hospitality
  • Make arrangements for monthly birthday parties.
  • General administrative and clerical support to Administration department as instructed by the Office Manager.

Distribution of Invoices –

• ed from the LES site (intranet).
• Preparing monthly telephone bills for employees- Etisalat and DU
• Maintaining employee contact details in company intranet page
• Support Admin department with: (i) Customer Visit (Transportation Support, Provide general support to visitors), (ii) Visa (Business Related Travel Visa Applications (online & Embassies, NOC Letter, Letter for Multiple Application), (iii) Travel support (Tracking business travels to high risk countries and informing travellers about guidelines to be followed, Checking FCDO advice for all business travels and taking necessary actions and coordinating with Insurance company for necessary coverage and documentation)
• Monitoring the travel dates of employees who are deployed outside UAE to avoid residence visa cancellation due to overstay) and (iv) support with Dubai Silicon Oasis various related topics.
• Support IT Department in creating Purchase Order through SAP.
• Supervising the office boy and cleaners both in B1 and warehouse.
• Other duties as assigned by Office Manager from time to time.

Job Requirements:

• Bachelor’s degree from a reputed university.
• One-three years relevant experience.
• Familiarity with current Windows operating systems (as applicable) and proficiency in required software, including currently supported versions of Windows applications such as Word, Excel, etc.
• Good verbal and written communication skills.
• Knowledge of administrative and clerical procedures.
• Customer service orientation.
• Minimum bilingual (French and English) / with Arabic would be an advantage.