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Front Office Management & AdministrationManage the front office by welcoming, assisting and re-directing guests in order to ensure the smooth flow of operations.Manage the company switchboard and handle all incoming calls, queries whenever possible, re-direct calls as appropriate and take adequate messages when required in order to ensure the smooth flow of operations.Assisting with administration tasks, including but not limited to, licenses, maintenance requests, transfers between offices, routine checks to ensure office cleanliness standards upheld, etc.In case of Arabic speaker, assisting with drafting and translation of Arabic documents, including but not limited to, NOC’s, letters, invitation letters, etc.30%➢Filing & Reports/Logs➢Maintain an up-to-date filing system for the administration department in order to ensure that documents are available when needed.➢Maintain the records for external complaints and accidents/incidents in order to ensure availability of information when needed.➢Tracking of on-going tasks and updating status; facilitate smooth handover where necessary.10%Stationery & SuppliesManage the order of stationery and office supplies as well as maintain records in order to ensure that these are available to staff as and when needed.15%Courier & ShipmentArrange and manage all outgoing courier shipments, maintain records for the same, track delays of incoming consignments and monitor the billed in order to ensure that the courier service is used cost effectively and efficiently.5%Driver ScheduleCreate, maintain and manage the schedule of the driver, in order to ensure that his time is used effectively and split fairly between the needs of the various departments and divisions.20%Business TravelCost-effective management of business travel in its entirety starting from organizing visas to hotel arrangements, tickets, cash dispensation etc. in order to ensure that employees who travel are fully supported.
