Receptionist and Office Administrator

Job Description

About Us

Vehicle | Motorist | Fleet Assistance | Digital Roadside Assistance

We are a group of companies and for over 20 years we have been providing innovative vehicle, motorist and fleet support services across the MENA region. We own and operate a 24/7 emergency response centre, a fleet of recovery vehicles, and a digital dispatch system. Our strength lies in the unmatched customer experience we provide and the efficiency with which we deliver our services. We are very proud to have set the standard forsuccess in our industry and are the leaders in our field. We are now extending our services across the region to a larger B2C audience via our digital product and are planning to expand our range of products and services.

About You

We are seeking a Receptionist and Office Administrator who brings a positive energy to the workplace, who has a can-do-attitude, and possesses a combination of personal qualities and professional skills. The ideal candidate must have a pleasing personality, organized, professional, and customer-focused, with excellent communication and technical skills, and can manage multiple tasks and responsibilities effectively.

Goal of this role

The goal of a Receptionist and Office Administrator is to ensure that the office runs smoothly, and efficiently, and that clients and visitors receive a positive first impression of the organization.

To provide administrative support to colleagues and senior management with the ability to multitask and manage multiple priorities, and is able to bring positive energy to their work and the team.

Objectives of this role

·       Providing excellent customer service.

·       Maintaining an organized and efficient office.

·       Providing administrative support to colleagues and senior management.

·       Managing front desk day-to-day operations.

·       Ensuring that employees are following the policies and procedures to maintain the security of the office.

Supervision

This role reports directly to Human Resources.

Major Responsibilities

·       Overseeing the day-to-day operations of the office, such as ensuring that employees are following office policies and procedures, identifying areas for improvement, and implementing new processes as needed.

·       Providing excellent customer service to clients and visitors.

·       Maintaining an organized and efficient office and ensuring that the office runs smoothly.

·       Answering calls promptly and in a professional manner.

·       Providing accurate information to callers and adequate guidance to visitors.

·       Forwarding calls to relevant parties and take messages or contact details if required.

·       Acting as a gatekeeper to the Managing Director and other Managers and efficiently screen all calls and information requirements.

·       Assisting all Managers and Departments with general administration duties, such as scheduling appointments, preparing documents and presentations, and organizing meetings and events.

·       Maintaining orderliness within the office premises.

·       Maintaining a logbook for the all the visitors and managing the bookings of meeting rooms to avoid overlapping of schedules.

·       Following the office workflow protocols and ensuring maximum efficiency.

·       Maintaining files and records with effective filing systems.

·       Performing any other duties assigned.

Tasks

·       Greeting visitors, answering phone calls, and responding to inquiries in a professional and courteous manner, monitoring their access, and maintaining security awareness.

·       Managing the inventory of office supplies, placing orders of groceries, stationeries as needed and ensuring that administrative tasks are completed on time and accurately.

·       Assisting with administrative duties including but not limited to;

–       Coordinating with deliveries and shipments.

–       Coordinating with HR for office engagement activities.

–       Coordinating with cleaning services and preparation of reports.

–       Upkeeping office hygiene standards.

–       Coordinating with the building facilities management to monitor and report faulty office equipment that needs repair.

–       Ensuring that all office equipments, such as fire alarms, fire extinguishers, light bulbs, switches, etc. are in good working condition and arranging for repairs or replacements as needed.

–       Managing receipt, distribution, and dispatch of incoming and outgoing courier documents or packages toand from the company.

–       Maintaining the database of company directory, visiting cards, addresses, telephone numbers, etc.

·       Maintaining the company’s 3^rd party contracts such as planters, drinking water supplies, travel agencies, and hotel credit facilities.

·       Providing administrative support to their colleagues and senior management including;

–       Scanning documents, data entry, and photocopying of documents as required.

–       Preparing and managing correspondence, reports, presentations, and documents as required.

–       Managing the calendar and schedule of meetings and appointments.

Required Skills

·       Excellent verbal and written communication skills.

·       Professional with positive character.

·       Effective time management and organisation skills.

·       Critical thinking and problem-solving skills.

·       Excellent attention to detail and ability to multitask.

Required Education, Qualifications, and Experience

·       College Certificate or Diploma with secretarial qualifications, or a related field.

·       Minimum of 1-3 years of experience as a receptionist and office administrator, administrative assistant, or office coordinator.

·       Creative, dynamic, and always shows professionalism, initiative, and courteousness.

·       MS Office proficient.

·       UAE Driving license is a must.