Receptionist/facilities Coordinator

Dubai, United Arab Emirates

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Job Description

About the job:
To manage the client Reception desk in a very professional and efficient manner, delivering utmost customer service and perfectly in line with Service Level Agreements

Key Tasks:

Ensure the Reception is covered without fail during working hours (9AM to 6PM)
Ensure calls are dealt with in a welcoming, courteous and professional manner, seeking to anticipate their needs where possible
Provide Superior Customer Service in all areas & aspects
Make sure the visitors are directed to respective departments, after proper review of their information and requirements (maintaining integrity)
Act as a Helpdesk for staff complaints and inform Facilities Manager (FM) without fail
Assist staff in preparing new office access, Landlord access & parking cards and other as desired from time to time
Maintain security and safety standards as required, ensuring that visitors are recorded in log book, escorted and contractors do not have access to areas without the appropriate authorization or supervision maintained.
Administer the booking system for conference rooms and workrooms. Ensure Meeting room is ready for business conduct.
Ensure invoices received are send for approvals with cover sheets. Once approvals are received, update the invoice tracker and send to Finance dept. on a timely manner.
Update the Purchase Order tracker and monitor on frequent intervals to verify if invoices for POs are received on time.
Update Budget tracker for consumable procurements. Update invoice tracker
Prepare work Orders in portal as per guidance of FM
Manage couriers and mails in an efficient manner and without delays
Coordinate with Landlord for any maintenance requests in absence of FM or under FM guidance
Flexible in working hours during the vacation duration of your counterpart in reception

Environment, Health and Safety:

Follow all Health & Safety and Environmental requirements that are defined on work instructions or communicated in training
Follow required emergency prevention and operational control
Report all accidents, occupational illnesses and emergencies

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