Tiger Recruitment Hiring for Receptionist – DIFC Job at Dubai Full Time

Purpose of Position

Provide general reception operations and administrative services for all colleagues. Back up Senior Office Assistant regarding office maintenance and supplies ordering when required. Provide EA cover from time to time

Primary functions and responsibilities

• Daily opening of reception area with checks to ensure everything is presented neatly and professionally
• Greet and announce visitors promptly and professionally
• Adhere to telephone guidelines daily:
• Answer all incoming calls to reception promptly, transfers calls if necessary (uses “mute” button if appropriated)
• Forward phone for short breaks to ensure no calls are missed
• Ensure message facility is on during evenings, weekends and public holidays (changing message when necessary)
• Ensures callers are not placed on hold for too long
• Regularly updates the telephone list
• Knows and follows procedures for handling emergency situations (and is familiar with emergency numbers)
• Emergency evacuation calls
• Employee or visitor medical emergencies, etc.
• Monitor and deal with all requests being sent to Dubai Reception and Middle East mailboxes
• Liaise with HR to request new access cards from security keeping all information up to date, inform security regarding deactivation
• Oversee allocation of parking spaces and liaise with security for activation and deactivation of cards
• Business card ordering. Completing all information online in English and Arabic with 100% accuracy, place reorders upon request
• Maintain a daily roster of visitors and comply with visitor badge issuance process
• Oversee incoming and outgoing mail/couriers, check courier invoices against airway bills and notify payroll of any deductions for personal deliveries
• Coordinate all aspects related to meeting room bookings and use initiative to resolve scheduling issues, ensure meeting room set up is complete and liaise with Office Assistant for refreshments etc.
• Assign temporary office space for visitors
• Check departing employees return all necessary items to Reception
• Monitor incoming RFP’s, treat as urgent and ensure they are forwarded appropriately
• Manage vendor registrations, paying special attention to follow all guidelines carefully
• Coordinate taxi requests
• Support on ad hoc requests from other departments/consultants
• Order catering for meetings, research and negotiate rates with new suppliers
• Daily closing of reception area ensuring the office is safe and secure
• Maintain and record parking cheques for visitors from security
• Update Reception handbook as and when necessary

Additional Functions and Responsibilities

• Provide EA support as required, with travel requests, timesheets, expenses and general administration
• Support on responsibilities of the Senior Office Assistant in their absence

Communication Skills

• Strong interpersonal skills; friendly, professional manner; ability to interact effectively at all levels
• Excellent telephone etiquette
• Ability to handle difficult and irate callers gracefully
• Excellent follow-up skills; take accurate messages and deliver them quickly
• Take ownership of caller’s requests; actively seek appropriate person to refer callers
• Flexible and team player

Technical Skills

Working knowledge of Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)

Education

High school diploma, minimum Previous

Experience

2 – 3 years previous Reception or Customer Service experience required

Other Requirements

• Arabic speaking
• Flexibility with regards to working hours; ability to adjust schedule and work overtime when necessary
• Smart, professional appearance at all time

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