Receptionist / Office Admin

JPC - 4261 - Receptionist / Office Admin

Location: Abu Dhabi

Position Type: Contractual

Language Proficiency: Bilingual

Job Responsibilities

Immediate joiners needed.

1. Should have expertise in MS Office.
2. Manage events and visitors.
3. Promptly attend to telephone calls and take messages or forward calls.
4. Schedule and confirm appointments, meeting room schedules, and maintain calendars.
5. Greet and welcome customers, clients, and other visitors.
6. Check visitors in and direct or escort them to specific destinations.
7. Inform other employees of visitors' arrivals or cancellations.
8. Copy, file, and maintain paper or electronic documents.
9. Handle incoming and outgoing mail and email, invoices, and other documents.
10. Provide administrative support to FM service providers to ensure efficient operation of the office.
11. Carry out administrative duties such as filing, typing, copying, binding, scanning, etc.
12. Make travel arrangements for senior staff such as booking flights, cars, and hotel or restaurant reservations.
13. Support the team by performing tasks related to organization and strong communication.
14. Coordinate with FM service providers to maintain supplies inventory by checking stock to determine inventory levels, anticipating needed supplies, placing, and expediting orders for supplies.
15. Attend to building maintenance or incident requests and ensure completion of tasks by FM.
16. Contribute to team effort by accomplishing related results as needed.
17. Follow up with external stakeholders - clients, sub-contractors, and site team.

Qualifications / Skills Required

1. Graduate or equivalent diploma or equivalent education required.
2. 2-3 years of administrative assistant experience (Required) (Facility Management or government office experience is preferred).
3. Knowledge of appropriate software including Microsoft Word, Excel, Outlook, Microsoft PowerPoint, and Adobe Acrobat.
4. Proficiency in English.