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Front of House & Administrative Officer

Fortes Holdings

Posted on August 19, 2019

3 - 8 years Dubai - United Arab Emirates

Any Graduation. Any Nationality

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Job Description

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Main Accountabilities:
• Answer telephone, screen and direct calls;
• Provide information to callers;
• Meet & greet visitors, clients, customers with a positive & helpful attitude;
• Deal with queries over the phone, email or in person;
• Ensure knowledge of staff movements in and out of organization;
• Monitor visitor access and maintain security awareness by following procedures and controlling access (monitor logbook, issue visitor badges)
• Office keys management;
• Provide general administrative and office support services to various departments in the organisation;
• Devising and maintaining office systems, including data management and filing;
• Copying, faxing, taking notes and making travel plans;
• Prepare correspondence and documents;
• Receive, sort and ensure distribution of mail, deliveries & couriers & organize courier pick up;
• Manage calendars & update meetings/appointments for the of Directors;
• Dealing with incoming email, faxes and post, often corresponding on behalf of the directors;
• Manage & organize bookings of conference and meeting rooms; conference calls etc.
• Co-ordinate meetings and organize catering;
• Monitor, control and maintain supplies of office equipment, stationary & inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies;
• Ensure that the office is tidy and maintain the reception area;
• Provide word-processing and secretarial support including saving & filing email correspondence;
• Encoding visiting card details & update staff contact list and change the contact list when necessary on soft boards;
• Ensures operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories;
• Coordinate all logistics for Board meetings

Person Specifications:
• Graduate in any discipline, preferably Business Administration;
• Knowledge of administrative and clerical procedures;
• Proficient in MS Office and relevant software applications;
• Efficient in organizing and planning with an eye for details;
• Excellent verbal and written communication skills;
• Excellent customer service orientation;
• Ability to multi-task & work under pressure;
• Excellent interpersonal skills with the ability to work effectively with all levels of staff and management
• Sound judgment and ability to maintain confidentiality


Education / Training / Teaching / Academics

Administration

Keywords

Administration Reception Front Office

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Fortes Holdings

Fortes Holdings is a diversified group established in the UAE since 1975. Primarily starting off in the construction business, Fortes Holdings has grown into several companies operating in different vertical industries, namely real estate, construction, education, health and fitness, trade and inves tments of financial instruments and securities, and building materials trading.
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