Company Description

Emirates Electrical & Instrumentation Company LLC is a proud member of the Ghobash Group. For almost 20 years, we have made vital contributions to the Oil & Gas sector of the UAE, executing both onshore and offshore projects. Abu Dhabi National Oil Company (ADNOC) is one of our main clients along with Tier 1 and Tier 2 EPC contractors in this sector. We have the expertise to carry out full EPC&M services for electrical and instrumentation works and bring our intrinsic knowledge to measure and automate exploration, production, separation, refining processes, and distribution through our localized services.



Overall responsibilities:

• Provide day to day operational support at Front Desk reception, answer incoming phone calls, greet visitors, guests and attend them, manage visitors access cards.
• Manage conference rooms bookings, send hotel booking requests, coordinate with agency for tourist visas, tickets reservations & bookings.
• Coordinate and check stationary items and raise purchase requests. Process business cards requests and office premises access cards.
• Receive incoming mails and manage company outgoing couriers.

Day to day responsibilities:

FRONT DESK OPERATIONAL ACTIVITIES

• Answering incoming telephone calls, assist callers, take and relay messages and transfer calls to concerned staff, update PABX contacts directory.
• Greet visitors, guests and attend them as appropriate in accordance with visitor\xe2\x80\x99s policy. Make sure that visitors have been registered and provided with an office premises access card. Guide them in the right direction or meeting rooms.
• Maintain daily log of visitors in the office and control office access cards issuance and collection.
• Update contact information of office staff members / each department i.e. office extension number, mobile number and company email address.
• Maintain reception area tidy with support of office janitors and avoid unnecessary standing of staff members and visitors in reception area.
• Ensure company flyers, magazines or other brochures are placed in the visitors\xe2\x80\x99 area properly.
• Provide visitors with an HSE guide to know exit routes in case of emergency.

INCOMING / OUTGOING MAILS

• Receive and sort mail delivers and maintain incoming and outgoing mail log every day.
• Inform concerned department / focal person to collect their incoming mail from reception and register.
• Manage outgoing mails, inform courier to collect pickups. Process mail invoices as required.

CLERICAL & SUPPORT SERVICES TASKS

• Coordinate with Project Coordinators and send ticket reservations requests to travel agency, get approvals on prices and confirm bookings. Make hotel reservations and bookings for staff, this requires coordinating and check with Project Coordinators and check which employee shall be entitled for hotel accommodation.
• Maintain ticket entitlement eligibility (Rotational or Annual), maintain tracker and share with Project Coordinators.
• Coordinate with travel agency to apply tourist visas, tickets reservations and bookings, this requires calling the travel agency and send the emails to get the price quotation, verify prices and as per approvals process confirm the bookings for issuance of tickets. Verify the invoice, coordinate with procurement to prepare purchase order on template and submit to Finance for payment.

STATIONARY & OFFICE SUPPLIES

• Process approved business cards requests to supplier and coordinate to collect and handover to staff.
• Check office stationery items and maintain inventory and prepare purchase request and after approval submit to supplier. Process payment invoice for suppliers.

MISCELLANEOUS AND CLERICAL TASKS

• Coordinate company events and participate in arranging activities.

Any other clerical and coordination tasks as assigned by Line Manager.

Qualifications

• Minimum Bachelor Degree in Business Administration / Accountancy (03-04 Years) and at least 01 year as Receptionist / Secretary role in corporate or environment or in construction preferably oil & gas, power and utility sector.

Additional Information

Skills & Professional Requirements:

• Excellent communication skills.
• Excellent English both written and verbal.
• Knowledge of PABX, general experience of clerical and administrative tasks
• Proficient in MS Office (Word, Excel, Power Point)

Attributes and Behaviours:

• Ability to work in cross-cultural environment.
• Professional personal presentation.
• Flexible and adaptive approach to work
• Self-starter and self-motivated person who can demonstrate use of initiative
• Enquiring mind-set, identifies efficiencies and improvements
• Excellent time management skills with a proven ability to meet deadlines.

Emirates Electrical & Instrumentation Company