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Client of Kemistry HR

2 - 3 years Dubai - United Arab Emirates

Any Nationality

, Posted on March 9, 2018 1 Opening

Job Description

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The Role
The Front Desk represents a Brand Image of the Office. The job holder will be responsible for greeting guests, visitors or customers in a courteous and professional way. Also be responsible for performing administrative tasks such as answering phone calls, sending and receiving e-mails, faxes, organizing meetings if required and scheduling appointments and meetings and coordinating with messengers/courier companies for document in-out.
Key Responsibilities
Front Desk Reception Duties
• To greet and welcome all visitors and VIP guests to the Office in the most professional manner
• To ensure guests are well received and facilitate escorting them to the recipient s office
• To make sure that all visitors are well assisted and to give the right information about the company
• Manage visitor access and issue access cards and passes if required
• To maintain visitor s register log
• Ensure the Front Desk Reception is manned at all times during working hours. (Arrange for proxy when not in this area)
• Ensure the main entrance is always locked
• To synchronize bookings for conference rooms
Call handling
• Screening calls: Efficient and effective handling of switchboard receiving and transferring telephone calls, announcing callers, taking brief messages and passing these on via the email system or connecting callers to staff members personal direct line voicemail
• Ensure all voicemail messages to main office number are taken and directed to staff members
• Ensure that the answer message is appropriate and correctly relayed
• To facilitate international phone calls and make sure to have international request form filled up all the time
• Promptly report telephone equipment and line faults to the IT Helpdesk
• Maintain updated staff extension line list at all times
• Ensure that the switchboard is switched over to the night service mode at the end of office hours
• Keep passwords to lock and open the extensions for the international, national and local telephone lines
Document handling
• To receive all faxes and distribute them to their exact recipient/destinations
• Ensure transmission of information or documents using computer, mail, or fax machine
• To send & receive couriers and make sure all airway bills are filled and ensure good co-ordination with the courier companies to ensure timely delivery
• To maintain proper record of document s receipt, dispatch and delivery and update in records/system & report to the line manager
• Responsible for assigned documents/material upkeep, maintenance, proper storage/safekeeping. Maintain utmost confidentiality and adhere to the Office Code of Conduct
• Perform related other duties/assignments as instructed
Skills and Requirements
• A UAE National will be very desirable
• Higher Diploma in relevant field
• At least 2+ years of related work experience
• Prior experience in a similar role as a receptionist or as an administrator in an organization of similar scale and size
• Proficient in English, and proficiency in Arabic is essential
• Pleasant, mature and positive
• Be honest and trustworthy with high respect for and understanding of confidentiality Hardworking, reliable and flexible
• Be respectful, with cultural and social awareness and sensitivity
• Show initiative and resourcefulness
• Good communication skills
• Knowledge of dispatch procedures and the guidelines of external agencies and internal dispatch units
• Ability to retrieve, compile and route requested information to those concerned and take suitable actions
• Knowledge of processes and procedures pertaining to routine activities
• Knowledge of document management and retrieval systems

Industry Type : IT - Software Services
Functional Area : Secretary / Front Office / Personal Assistant (PA)


English Email Service Scheduling Document management IT helpdesk Front desk Management Business Executive Time

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Client of Kemistry HR

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Website http://www.kemistryhr.com/jobs/receptionist-2/

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