Receptionist & Admin Assistant

5 يناير، 2023

0 1 2 دقائق

الوصف الوظيفي

Policies & Procedures:

Reception:

Managing the reception area; welcoming visitors and directing them to the right place.
Attending all incoming telephone calls, determining the purpose, forwarding the call to concerned personnel and sending emails if needed regarding the call
Handling the reception email address, and direct and prioritize tasks received accordingly.
Maintaining international phone log, Zahrawi extensions, fingerprint access, staff files, contract & agreement files, and updating them frequently.
Maintaining meeting rooms schedule and arranging the bookings as per importance and capacity of rooms.
During the absence of the office assistant, responsible of the documents and non-documents sent with the drivers to Abu Dhabi Office and Dubai Warehouse and following up with Abu Dhabi Admin Team to ensure receiving them, responsible of handling DHL Courier.

Administration:

Arranging the Group VP’s MS teams calls and following up with the attendants.
Maintaining the Group VP’s business cards file and updating it when requested.
Third party suppliers’ management including their access & scoop of work completion.
Emailing scanned copies of the cheques and receipt vouchers to finance department.
Hotel Credit Applications, forms and documents that require Zahrawi information filling and signing from the respective approvers
Addressing technical issues to IT department and Supporting IT to ensure all connections are running well in the office
Keeping scanned record of all-important contracts and agreements sent from or received at Abu Dhabi office.
Office inspection multiple times a day focus on clean, organized, maintain functionality, reporting to contracted teams for rectification
Assisting and supervising in the filing and distribution of documents to ensure it is done by the office assistant properly.
Attending all the Events Planning Virtual Meetings and ensuring bringing up creative ideas, following up with the plan and arranging the events in Dubai office
Coordinating with sales coordinator for tenders.
Supporting and assisting sales and service divisions with scanning, printing, finding LPOs, contracts and agreements, arranging the staff files of personal documents, arranging staff meetings.