JOB SUMMARY / PURPOSE
The incumbent will manage the front desk daily and will perform a variety of administrative and clerical tasks. The incumbent will be the first focal point of contact or the organization. The role may require the incumbent to work on shifts; thus, flexibility is required.
ROLE AND RESPONSIBILITIES
- Provide efficient and courteous assistance to all staffs and visitors on all matters.
- Answer the telephone in a timely manner and deal with any enquiries.
- Ensure all visitors and contractors do sign in / sign out at the reception desk and issued with the appropriate key and passes. Directs visitors by maintaining employee and department directories, giving instructions.
- Provide coordination of requests from staffs and visitors, for example Housekeeping Services and Reactive Maintenance.
- Attend to and resolve staffs and visitor issues as quickly as possible.
- Maintain an up-to-date list of all customers, staff and emergency contacts.
- Ensure visitors, contractors, and staffs’ safety at all times.
- Maintain shift handover communications log.
- Maintains safe and clean reception area by complying with procedures, rules, and regulations.
- Assist colleagues in meeting room bookings through outlook.
- Assist the mailroom operator in receiving couriers and handovers.
- Assist colleagues in arranging couriers, work permits, business cards and LPOs.
- Maintains continuity among work teams by documenting and communicating actions, irregularities, and continuing needs.
- Attend the weekly meeting and prepare minutes per scheduled rotation.
- Follow the monthly reception duty roster prepared and shared by the supervisor.
- Apart of the above, each receptionist has assigned dedicated tasks. Tasks is to be executed in timely and professional manner. In case of absence or leave task to be handed over to a colleague.
QUALIFICIATON
- Diploma in Business Administration or related field.
- Good command of the English language both verbal and written. Good comprehension skills.
- Proven work experience as a Receptionist, Front Office Representative, or similar role.
CERTIFICATON
- Office Management desirable but not required
- Customer Service desirable but not required.
KNOWLEDGE, SKILL AND ABILITY
- Proficient in Microsoft Office Suite
- Professional attitude and appearance.
- Ability to be resourceful and proactive when issues arise.
- Excellent organization skills. Accuracy and attention to detail.
- Multitasking and time-management skills, with the ability to prioritize tasks.
- Customer service attitude. Telephone skills and etiquette.
EXPERIENCE
- Minimum three (3) years’ experience in managing the receptionist / front desk locally or in the UAE.
- Hands-on experience on office equipment usage (i.e fax machine, photocopier, scanner etc.)
Please submit your application only if you MEET the requirements. Interested candidates may submit their CV, passport and visa copy citing their notice period and salary expectations to careers@duservefm.ae
