ESADJOBS - Dubai, UAE
Job Description
Responds to all external / internal enquiries by providing
information such as contact details of the employees, office
address, office location and working hours, etc.
? Assists associates and guests/visitors by providing important
internal information such as departments’ and meeting rooms
location, emergency exits etc.
? Meets and greets all arriving guests in a warm and welcoming
manner
? Directs guests to the waiting lounge, meeting rooms and/or offices
as appropriate
? Coordinates with pantry staff to ensure coffee/drinks are served in a
timely manner
? Maintains Visitors’ Logbook by collecting business cards
? Coordinates with the executive support in order to effectively
manage the board room activities
? Receives the meeting requests from associates, checks the
availability and required equipment of the meeting rooms, updates
the meeting rooms calendar and sends a meeting room booking
confirmation
? Keeps the reception meeting room area available mostly for the
meetings with external guests
? Provides meetings’ schedule to the pantry staff in order to make
sure they are available
? Receives the Business Travel/Hotel Booking request forms,
validates them and makes sure they are approved by the requestors’
head of department
? Communicates and coordinates with the travel agents/hotels to
make bookings accordingly
? If necessary, changes travel arrangements, arranges transportation
and coordinates with HR any visa requirements
? Communicates the associate when the booking is confirmed
? Provides assistance to all associates and guests before, during and
after their business travel
? Assists associates by providing information such as Dubai contact
list and other similar information
? Supports guests and associates by making international/local calls
when requested
? Answers and redirects incoming calls, takes adequate messages
when required
? Maintains telephone log for incoming/outgoing calls
? Provides inputs to Department Manager for continuous
improvement of the Reception function; takes initiative and
encourages others to participate and contribute to such efforts
? Participates actively in quality improvement initiatives such as
quality circles etc.
? Strives to continually improve own performance and assist others in
the same
? Operates online tools provided by courier companies
? Collects, sorts and distributes incoming mail
? Supports employees in preparing the outgoing mail via the selected
courier company
? Checks the cost of the courier services to ensure adherence to
contractual arrangements with courier companies
? Maintains log books for incoming/outgoing courier services
? Receives and validates courier invoices on a regular basis and
forwards them to Admin Department Manager for approval and
processing
? Assists associates by operating the photocopier, making photo
copies as well as scanning documents and sending/receiving faxes
? Binds official documents for associates and decides appropriate
binding methods as per business requirements
? Provides support to associates by typing various forms, letter labels,
etc.
? Assists associates with logistics support for business purposes like
making reservations for business lunches, business transportation
and guest support, etc.
? Assists associates in various related tasks
Skills
? Knowledge of administrative and clerical procedures
? Knowledge of computers and relevant software applications
? Knowledge of customer service principles and practices
? Experience in hospitality business/travel bookings
? Perfect Arabic and English speaking and writing skills
http://www.bayt.com/en/job/receptionist-admin-assistant-in-uae-3047336/
