Job Description

Overview

As the first point of contact for our organization, our Receptionist will be responsible for creating a positive first impression for visitors, clients, and employees. The Receptionist plays a crucial role in ensuring smooth day-to-day operations and providing excellent customer service. In addition to providing reception, clerical and guest services, you will assist with visa processing, travel arrangements and provide administrative support to the People team.

Responsibilities

Receive and direct incoming calls to appropriate personnel and voicemail. Respond promptly with accurate and thorough information according to the specific requests from employees, and visitors. Greet and announce clients, applicants and visitors. Follow security procedures for recording guests, suppliers and other visitors. Arrange escorts as needed. Issue visitor passes and validates parking. Assist with scheduling and preparing meeting and conference rooms. Coordinate setup of conference/meetings rooms and associated equipment with Office Attendant and IT. Coordinate catering for meeting and events. May negotiate pricing and menus. Secure approvals for catering expenses and review invoices to arrange billing to appropriate department or business unit. Perform general clerical duties associated with distributing office faxes, packages and mail as required. Use tracking systems to record inbound and outbound courier, freight and mail. Meter mail. Arrange messenger service as needed. Follow location security procedures for screening inbound deliveries. Coordinate orders for office supplies and other common use items for the location, such as café supplies, equipment toner, printer paper, freight and shipping supplies etc. Maintain neat appearance of reception area, conference rooms, café and other common areas in coordination with Office Attendant. Request building and housekeeping services as needed. Periodically inspect common area equipment to ensure good operating condition. Arrange equipment service as needed. Maintain records and logs of service requests and track their status. Maintain a file of services including transportation sources, accommodations, and referral contacts. May arrange travel and hospitality services for employees and guests such as transportation, tickets, reservations, etc. Perform administrative duties such as conducting research, updating and maintaining databases, preparing company forms and maintaining confidential files in a timely manner. Work with the People team to administer the onboarding process including collection, verification and processing of employee paperwork, visas and medical insurance. Coordinate with other departments as required to facilitate processes and ensure compliance with company policies and local regulations. Type, format, and production of documents such as correspondence, proposals, presentations, and standard reports. Other duties as assigned.

Skills and Qualifications

Diploma or Bachelor's degree in Human Resources, Business Administration or a related field preferred (or equivalent work experience). 2+ years of experience in a similar role including familiarity with visa processing and medical insurance. Ability to comprehend and interpret instructions, short correspondence, and memos and ask clarifying questions to ensure understanding. Ability to write routine reports and correspondence. Ability to respond to common inquiries or complaints from clients, co-workers, and/or supervisor with a strong, professional customer service orientation. Excellent interpersonal and communications skills. Strong organizational skills. Basic analytical skills. Ability to calculate simple figures such as percentages. Ability to work flexible schedules based on office needs. Ability to maintain confidentiality and handle sensitive information. Understanding of regional business culture and regulations. The ability to understand and make use of computers and information technology (Knight Frank Internal Systems). Software: Microsoft Office programs to a proficient level. Advanced proficiency in Excel would be advantageous. Experience using HR information systems preferred. Language skills: Fluency in English, written and verbal. Fluency in Arabic or other languages is advantageous.