Receptionist

Dubai, United Arab Emirates

Job Description

Job Summary:
The Receptionist reports to the CEO & Group Vice President and is responsible for managing the front desk; providing support to ensure facilities & services are provided in an effective and efficient manner. As front of the organizational support, the Receptionist must always demonstrate a high level of security awareness and have knowledge of emergency evacuation procedures.Responsibilities:
  • Welcome visitors/people entering the organization and direct them to the correct employee for assisting.
  • Give administrative assistance to the Group CEO and Group Vice President
  • Handle personal shipments on behalf of management.
  • Answering or referring inquiries on the telephone to the right channel.
  • Direct visitors by maintaining employee and department directories.
  • Maintain security by following procedures and noting down the visitors\' details.
  • Develops and maintains office forms and procedures and assists with administrative tasks.
  • Notify staff for waiting visitors and see such visitors to the meeting room.
  • Ensure the Reception Area is always tidy.
  • Notify the procurement team of deliveries when need be.
  • Send emails and faxes, arrange appointments and schedule appointment calendars.
  • Field questions, in person and by telephone
  • Respond to inquiries from employees, citizens and others and refers to the appropriate person, official or department.
  • Maintain a high level of dress code and be presentable.
  • Take and relay messages to all the employees in the office.
  • List all the incoming and the outgoing calls & forward these calls to the concern person immediately;
  • Provide general administrative and clerical support to all the employees and provide guidance in case it`s related to other departments.
  • Deal with queries from the public and customers regarding the company.
  • Ensure knowledge of staff movements in and out of the organization.
  • Monitor visitor access and maintain security awareness.
  • Prepare correspondence and documents as required from each HOD after getting the approvals and make sure of correct formalities.
  • Receive and sort mail and deliveries from various external sources and sort it correctly to each concerned employee or department.
  • Schedule appointments on MS 365 calendar and make sure of no conflicts.
  • When necessary or requested, attend meetings to take the minutes of meetings and summarize it then send it to the concerned staff.
  • Attending all MS Teams meetings for online recording.
  • Ordering stationery, pantry items, office miscellaneous as required.
  • Creating Power point presentation as requested by management or departments.
  • Monitor the activity and the adherence of the Office cleaner.
  • Keep the CEO updated on the Sales Department activities.
  • Assist CEO in all the requests (sending and checking emails, calling clients, arranging appointments etc).
  • Assist and help the sales team (not to do their duty and responsibility) but by:
  • Giving them all the documents to send to the client, especially when we have new staff.
  • Helping them in arranging meetings with customers.
  • Pick up the telephone calls of the Sales Department if nobody is available to take it.
  • Keep the quotations file updated.
  • In case of any new sales consultant join the team, orientation with the sales department\'s policy and what is the procedure to follow.
  • Analyze all the contracts, non- disclosure agreements and other relevant annexures concerning to existing or probable customers, vendors and reseller excluding company legal licenses or certification related documents.
  • Update documentation officer for every correspondence may require in conduction of above-mentioned process.
  • Any other work assigned by the CEO/Line Manager.
Skills
  • Strong knowledge of MS 365 including Word, Excel and PowerPoint presentation
  • Good time management and planning skills.
  • Good interpersonal and presentation skills
  • Excellent written and verbal communication skills are essential.
  • Able to meet multiple project deadlines and demonstrate good
  • Attention to detail.
  • Able to demonstrate an understanding of the needs of the customer.
  • Able to work individually as well as part of a team.
  • Ability to meet deadlines with minimal supervision.
  • Must be a team player.
  • Strong dedication to customer service.
Minimum Educational Qualification
Diploma or BachelorsMinimum of 2 years experience in similar role

Betterteam

Beware of fraud agents! do not pay money to get a job

MNCJobsGulf.com will not be responsible for any payment made to a third-party. All Terms of Use are applicable.


Related Jobs

Job Detail

  • Job Id
    JD1729849
  • Industry
    Not mentioned
  • Total Positions
    1
  • Job Type:
    Full Time
  • Salary:
    Not mentioned
  • Employment Status
    Permanent
  • Job Location
    Dubai, United Arab Emirates
  • Education
    Not mentioned