Receptionist

Job Description

<strong>Scope and Purpose:<br></strong><ul><li>To welcome visitors and clients, receive and route telephone calls and provide administration support in the office.</li><li>To deal with queries from the public and customers.<br><br></li></ul><strong>Key Result Areas &amp; Responsibilities:<br></strong><ul><li>Welcome visitors to the office, assist them in making appointments, assure their comfort and direct them to the proper staff or service.</li><li>Deal with enquiries from the public, staff and pass messages on to other members of staff.</li><li>Answer telephones; screen and forward calls and /or record and forward messages accurately.</li><li>Receive, sort, distribute and dispatch mails and couriers within the office; file correspondence and other materials as required.</li><li>Verifying courier invoices &amp; forwarding to Finance Department</li><li>Maintain hard copy and electronic filing system of visitors.</li><li>Order supplies related to office stationeries, pantry and coffee machine and maintain stocks and records.</li><li>Business travel administration – maintain and update the records of business trips of staff, distribute BTA forms to concerned staff and provide an overview of employees’ presence status by means of ‘Staff Notifications’. </li><li>Checking FCO Advice for all Business Travels and take necessary steps</li><li>Arrange meetings, book and prepare Conference rooms and arrange hospitality</li><li>Make arrangements for monthly birthday parties.</li><li>General administrative and clerical support</li><li>Distribution of Invoices – Downloaded from the LES site (intranet).</li><li>Distribution of Etisalat Bills</li><li>HR Support</li><ul><li>Assist the HR Team with the following tasks</li><li>Prepare the new-joiner starter kit such as stationeries, laptop, ID, access card, network access, and that workstation is in place </li><li>Keeping up to date employee record electronically to ensure accurate information </li><li>Maintain Employee Tracker for new-hires, leavers, leave management, digital and physical files </li><li>Updating Personnel files </li><li>Medical Insurance Administration</li><li>Recruitment (arranging interviews, conference rooms etc.)</li><li>Checking FCO advice for all business travels and taking necessary actions</li><li>Annual Air Ticket Encashment Payment<br><br><br></li></ul></ul><strong>Job Requirements:<br></strong><ul><li>Bachelor’s degree from a reputed university.</li><li>One-three years relevant experience.</li><li>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.</li><li>SAP Skills</li><li>Good verbal and written communication skills</li><li>Knowledge of administrative and clerical procedures</li><li>Customer service orientation<br></li></ul>