Receptionist Secretary

27 نوفمبر، 2022

0 11 2 دقائق

الوصف الوظيفي

Under the supervision of the Supervisor of the company, the main responsibilities and duties of the Secretary – Receptionist will be the following:

Perform key reception functions: answering phones, greeting and welcoming visitors, customers and clients to the office; screen calls and visitors to determine nature of request or problem; refer to appropriate staff member; take messages; make appointments; take standard information for billing, administrative or other purposes; distribute a variety of written information; place calls as requested.
Type a variety of written materials (correspondence, reports, minutes, forms, records, brochures, etc.) from handwritten, taped or typed copy, using computer word processor. Perform some basic editing, layout and printing format design, and similar specialized tasks associated with use of word processing programs.
Coordinating and monitoring multiple and diverse work processes and activities to ensure that management decisions are properly carried out and products are delivered in a timely manner
Provide excellent customer service
Photocopy and mimeograph of various materials. Collate and distribute as required.
Maintain various department/program records and files.
Process various incoming and outgoing documents.
Perform routine bookkeeping tasks.
Maintain confidential information
Sort and distribute incoming mail. Prepare outgoing mail.
Regularly back-up and assist other staff members with various specialized clerical/technical tasks related to the department's primary function, such as computer data entry and basic data retrieval tasks, form screening/ sorting/coding, and the like.
Being accountable for the smooth operation of the office work, support work and related systems within the Office by organizing and coordinating workflow.
Contributing to the organization of events and ceremonies
Supporting office administration activities including management of stationery and consumables stores, processing of missions in the system and travel booking.
Perform related duties as assigned.

المهارات

Minimum Requirements

Associates degree or Diploma in a secretarial curriculum
Two years (or more) of relevant secretarial/clerical experience
Thorough knowledge and use of all relevant computer software and the ability to help organize data and information retrieval systems; Knowledge of an ERP is desirable. (This will be tested)
Good filling and organizational skills
Good interpersonal and verbal communication skills
Proven ability to work effectively in a team-oriented, multi-cultural environment and to function effectively as a member of various groups
Strong written and verbal communication skills in English (This will be tested)
Nationality Preference: Any
Visa Status: MUST be resident with a valid Emirates ID
Gender: Female

Soft Skills and Personality traits

Communication skills. The Receptionist – Secretary must speak and write clearly so that others may understand them
Customer-service skills. The Receptionist – Secretary represents the company. As a result, they should be courteous, professional, and helpful toward the public and customers
Physical presentation. The Receptionist – Secretary must be clean, presentable and maintain a professional and corporate dressing attire on a daily basis
Integrity. The Receptionist – Secretary may handle client data and information. They must be trustworthy and protect their clients’ privacy.
Interpersonal skills. The Receptionist – Secretary should be comfortable interacting with people, even in stressful situations.
Organizational skills. The Receptionist – Secretary takes messages, schedules appointments, and maintains employee files. Thus the need for good organizational skills to manage the diverse responsibilities.