Receptionist (UAE National)

Job Description
The Receptionist serves as the primary point of contact for visitors, clients, and staff at Mashreq Bank. This role is pivotal in ensuring a professional and welcoming front desk environment, managing communication, and supporting both administrative and security functions. The Receptionist will deliver exceptional customer service, handle a variety of tasks related to visitor management, communication, and security, and perform essential administrative duties.

Responsibilities

• Extend a warm and professional welcome to all visitors, provide comprehensive information about the building's facilities, and direct them to the appropriate departments or staff members.
• Issue visitor passes, ensuring their return upon departure and maintaining accurate records of issuance and returns.
• Accurately verify visitor identities through photo identification and record necessary information in the visitor management system.
• Answer incoming telephone calls in a professional and courteous manner, determine the nature of the call, and route it to the relevant staff or department.
• Address inquiries from visitors, tenants, and callers regarding the building's services, amenities, and general information efficiently and effectively.
• Manage appointment schedules for staff members, inform relevant personnel of visitor arrivals, and assist with scheduling and rescheduling meetings as necessary.
• Prepare, proofread, and manage the drafting of reports, letters, and other correspondence for executives, ensuring accuracy and professionalism.
• Maintain comprehensive and organized logs, databases, inventories, and filing systems (both physical and digital), ensuring accuracy and confidentiality.
• Provide support with data entry, filing, document preparation, and other administrative tasks as required.
• Implement and enforce access control procedures for employees, visitors, and tenants, ensuring compliance with established security protocols.
• Observe and report any security incidents or suspicious activities to the Safety and Security Manager promptly and accurately.
• Maintain and update security records, complete daily checklists for front desk operations, and ensure adherence to all security procedures.
• Provide clear and precise instructions during emergency situations, assist with evacuation procedures, and act as a point of contact for emergency coordination.
• Ensure the reception area is consistently clean, organized, and well-stocked with necessary supplies such as forms, brochures, and magazines.
• Liaise with building management, cleaning staff, and other service providers to address maintenance issues, operational matters, and visitor policies.
• Prepare detailed monthly and quarterly reports summarizing reception activities, highlighting key metrics, trends, and observations.
• Carries out additional security services functions as authorized by the safety and security manager, according to the requirements specified for the assigned site.

Qualifications

• Minimum of 2-3 years of proven experience in a receptionist, front desk, or similar administrative role, demonstrating a consistent track record in customer service and office management.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and familiarity with office equipment such as multi-line telephones, fax machines, and printers. Experience with visitor management systems and digital communication tools is advantageous.
• Exhibits an exceptional professional demeanor and appearance, consistently adhering to organizational standards of conduct. Maintains a positive and respectful attitude in all interactions.
• Demonstrates excellent written and verbal communication skills, with the ability to engage effectively with a diverse range of individuals, including senior executives, clients, visitors, and staff members.
• Shows superior organizational and multitasking skills with strong attention to detail. Capable of managing multiple priorities and tasks efficiently and effectively.
• Proven ability to be proactive in addressing and resolving issues, with a problem-solving mindset and initiative in providing effective solutions.
• Strong commitment to delivering outstanding customer service, creating a positive and welcoming experience for visitors and staff, and addressing their needs and inquiries with professionalism.
• Demonstrates the ability to work collaboratively with team members and other departments to support organizational goals and ensure smooth operational workflows.
• Flexible and able to adapt to changing circumstances, working under varying degrees of pressure while maintaining high performance and service standards.
• Handles sensitive information with discretion, maintaining confidentiality in accordance with organizational policies and procedures.