Job Description

Job Title Admin

Description

POSITION TITLE: Receptionist & Travel Coordinator
DEPARTMENT: Administration
REPORTS TO: P&C Business Partners
JOB PURPOSE:
Contribute to the provision of quality services by providing administrative support in a professional and efficient manner and ensure effective and efficient handling of all administrative activities by communicating and coordinating with internal and external visitors, callers and customers.
KEY ACCOUNTABILITIES
Telephone System:

• Receive, direct and relay telephone messages to the concerned person in a professional manner to reflect a good image of the company

• Monitor international calls and seek approvals from line managers when necessary

• Answer calls within 3 rings by stating name and company name using a friendly voice

• Re-direct calls where necessary to the appropriate extension

• Review and update on a regular basis the staff contact and telephone extension lists.

Reception:

• Greet and welcome visitors to the offices and inform concerned member of their arrival

• Attend to visitors a in terms of food and beverages when requested

• Monitor and ensure that the reception area is kept tidy and projects a business-like image.

Office Supplies:

• Maintain an inventory of office supplies (Stationary, kitchen items...Etc) and monitor its usage

• Properly record all the stationary given to the employees

Report:

• Report any telephone or equipment breakdown immediately to the HR Administration Manager/IT in order to proceed urgently with the necessary repairs or replacement to avoid communication interruption

• Liaise with photocopier machine suppliers for any repair/maintenance job requested by IT department and make sure that cartridges are ordered on time.

Mail Distribution:

• Process and deliver internal and external mail on a daily basis

• Liaise with couriers companies, books, and prepare the Airway bill for outgoing shipments.

Policies and Procedures / HSE:

• Comply with operational procedures and instructions when performing all job tasks and activities

• Comply with relevant safety, quality and environmental control procedures and instructions.

SPAN OF COMMUNICATION:
Internal: All Employees
External: Callers, External visitors, couriers services and stationeries
JOB RELEVANT INFORMATION (BOUNDARIES & DECISION-MAKING AUTHORITY:
Job Holder is responsible for the reception area and for maintaining appropriate stationery and material stock level as per the office manager's directions

Skills

QUALIFICATIONS, EXPERIENCE, & SKILLS:
Required Qualification:

• Diploma in Business or HR

Preferred Experience:

• 1 to 2 years of relevant experience as an administrator or receptionist.

Job-Specific Skills:

• Knowledge of telephone etiquette

• Ability to speak English

• Ability to use telephone system appropriately to direct and transfer lines

• Familiarity with office supplies such as fax and copier machines

• Computer Literate

COMPETENCIES:

• Good Communication Skills

• Ability to take messages accurately and pass them on

• Attention to details

• Motivated and positive attitude

Education
Business Administration / HR

Job Type: Full-time

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