Receptionist

Job Description

Job Summary
Performs administrative duties such as providing assistance and direction to visitors/guests/employees, taking telephone messages, screening and forwarding calls in the most professional and efficient manner in order to acquire good impression for the company.

Job Responsibilities 1

Ensures to remain professional and approachable at all times, provide excellent customer service to all visitors and act as a face of the organization to increase organization branding internally and externally.

Checks admission of guests without appointments to the direct supervisor on daily basis.

Maintains a log of visitors and appointments for easy reference on a daily basis.

Ensures to appear and act in a professional and pleasant manner with all visitors and score 90% or more in random performance surveys conducted by the department head.

Ensures to confidentially and accurately distribute, record or file correspondences, calls or queries at all times to ensure efficient traceability of all documents handled in the direct supervisor’s office.

Ensures that documents for the department are distributed to the concerned personnel on a timely manner on a daily basis.

Ensures that documents for the direct supervisor are properly screened / and organized in the signature file on daily basis.

Records distributed documents and monitor actions taken for correspondence that require reply on a daily basis.

Advise the direct supervisor for any documents / matters that require immediate attention on daily basis.

Ensures to screen and forward approved calls to the direct supervisor on daily basis.

Monitors all documents coming in or leaving the department in compliance to the quality management system at all times.

Ensures proper dissemination of mails to the department on daily basis.

Job Responsibilities 2

Ensures that couriers / packages are delivered / received on timely manner.

Manages or guides security personnel, team boy and messengers as and when required to ensure reception desk services are available at all times for visitors and employees.

Manages tea boys and messengers and security guards on a daily basis.

Ensures reception desk is not empty at any time.

Monitors  reception petty cash/ supplies and submit consumption reports on a weekly basis.

Ensures to record, monitor and maintain all documents for effective filing and business continuity at all times.

Ensures proper dissemination of mails to the department on daily basis.

Ensures that couriers / packages are delivered / received on timely manner.

Monitors and request for required reception supplies on a monthly basis.

Maintains all invoices for all expenditure from petty cash and file the invoices appropriately

Additional Responsibilities 3

Job Knowledge & Skills

• Familiarity and working knowledge of general office machines (i.e. fax, copier, printers, etc.) required.Knowledge on phone etiquetteGood Communication (oral and written)Possess good understanding and knowledge in document control and management Proficient in computer systems, applications and programs

• ERP knowledge preferably SAP functional skills are a requirement to be successful in this role.

Job Experience

Total 3 years work experience     

1 year industry related experience

1 year in the GCC region (Preferred)

Competencies
Collaboration
Accountability
Resilience
Quality
Leadership
Reception L2
Calendar Maintenance L2
Clerical/Administrative L2
Guest Relations L2
Travel Arrangements L2

Education
High School Diploma
Bachelor’s Degree in any related field