Dubai, UAE SALARY: 8,000 AED - 8,000 AED PER: Month TERM: Permanent

Position Title/Rank: Receptionist
Department: Business Services
Reporting Manager: Administration Manager

Arabic Speaking is essential

Purpose of Position

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

Primary Functions and responsibilities:

Daily opening of reception area with checks to ensure everything is presented neatly and professionally
Greet and announce visitors promptly and professionally
Adhere to telephone guidelines daily:
- Answer all incoming calls to reception promptly, transfers calls if necessary (uses \xe2\x80\x9cmute\xe2\x80\x9d button if appropriated)
- Forward phone for short breaks to ensure no calls are missed
- Ensure message facility is on during evenings, weekends and public holidays (changing message when necessary)
- Ensures callers are not placed on hold for too long
Knows and follows procedures for handling emergency situations (and is familiar with emergency numbers):
Emergency evacuation call
Employee or visitor medical emergencies, etc.
Monitor and deal with all requests being sent to Dubai Reception and ME.Office Mailboxes
Oversee allocation of parking spaces and liaise with security for activation and Oversee allocation of parking spaces and liaise with security for activation and deactivation of cards
Maintain a daily roster of visitors
Oversee incoming and outgoing mail/couriers, check courier invoices against airway bills and notify Account 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.
Assign temporary office space for visitors
Check departing employees return all necessary items to Reception
Manage vendor registrations excel sheet, paying special attention to follow all guidelines carefully
Support on ad hoc requests from other departments/consultants
Updating Travel Database on daily basis available in the share point
Flight Booking Approvals
Hotel Booking Requests
Checking Monthly Invoices to reconcile with the Accounts
Handling Petty Cash and reconciling it on a monthly basis
Daily closing of reception area ensuring the office is safe and secure
Update Reception handbook as and when necessary

Additional Functions and Responsibilities

Provide EA support as required, with travel requests, timesheets, expenses and general administration
Support on responsibilities of the Administrative Assistant in their absence
Communication Skills
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
Technical Skills
Working knowledge of Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)

Education

High school diploma, minimum
Previous Experience
2 - 3 years previous Reception or Customer Service experience required

Other Requirements

Arabic speaking
Flexibility with regards to working hours; ability to adjust schedule and work overtime when necessary
Smart, professional appearance at all times

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