Admin Receptionist

Responsibilities

• Receive incoming calls, identify caller needs and direct to the appropriate extensions.
• Handling incoming and outgoing faxes, copies, scans, all necessary documents.
• Receiving visitors, customers and walk-in company representatives at the reception area, briefing about building safety and handling appropriately by notifying concern person in facility and guide them to the office / meeting room as requested.
• Ensuring the reception area is clean, well-organized and providing safe environment for employees and client / visitors.
• Managing all correspondence including dealing with email and distributing incoming mail to the appropriate individuals.
• Preparing couriers, handover package to courier agency, track the package as necessary / requested, receive courier and handover to concern person.
• Assisting bookings of meeting / training and ensuring meeting rooms always remains tidy and presentable.
• Providing assistance for office events and bookings, ensuring catering / refreshments are available as requested.
• Maintain and order office / stationary supplies, IT / electronic accessories by checking stock and determine inventory level, anticipating needed supplies, placing and expediting orders.
• Issue visitors and goods passes for JAFZA
• Timekeeping and sign off in Kronos system.
• Creating Purchase orders in JDE and maintaining records. Follow up and getting supplies delivered and keeping track of invoice with accounts as needed.
• Managing facility related contracts and price negotiations with vendors / service providers with facility coordinator.
• Assist with travel arrangements and hotel bookings as requested.
• Maintain well organized and efficient office environment.
• Coordinate with facility coordinator about building requirements and assist as needed.
• Provide back-up support for admin and facility coordinator.
• Maintain calibration record, maintain safety related records and notify before expiry. Take necessary action for renewal / reinspection.
• Any other work-related tasks assigned by manager.
  

BEHAVIORAL SKILLS/COMPETENCIES REQUIRED:

• Pleasant and with good customer relation
• Good Verbal and Written Communication
• Computer Literate - Microsoft Office
• Telephone Skills
• Supply Management
• Documentation
  

EDUCATIONAL QUALIFICATION & EXPERIENCE REQUIRED:
Essential

• Minimum Diploma degree
• 3 years or above work experience
• Good command of English
  

DESIRABLE:

• Bachelor's Degree
• Oil and Gas company experience will be an advantage.
• Experience of working with Kronos and JDE will be an advantage