Receptionist and General Administrator

3 weeks ago

Dubai, United Arab Emirates Hunting Energy Services Limited Full time

**Job Title: Receptionist and General Administrator**

**Reporting to**:Finance Manager**

**Nature of the Position: Full Time, Fixed Term for 2 years**

**Location: Jebel Ali, Dubai**

**Role Overview**:
The Receptionist and General Administrator will be responsible for all reception duties, supporting all departments within the Dubai facility.

**Key Responsibilities**:

- General reception duties - greeting all visitors and welcoming them to the Dubai facility in a professional and friendly manner; maintaining visitor logbook; operating switchboard and directing calls to the relevant personnel, taking messages and ensuring they are passed to the appropriate staff member in time.
- Ensuring all external visitors are given a short Health & Safety briefing upon arrival.
- Liaising with OSC /JAFZA to arrange gate passes for visitors and other administrative matters as required.
- Licensing and other registrations related to the entity.
- Managing/distributing incoming mail and organising courier service for outgoing mail.
- Making business flight and hotel bookings for staff and visitors and keeping log of travel to higher risk countries for insurance purposes.
- Purchasing of office supplies and equipment - stationery, groceries etc.
- Maintaining a tidy meeting room and ensuring refreshments are available for external visitors.
- Assisting with basic HR record keeping and printing on vendor invoices.
- Assisting with basic Logistics tasks and Customs record keeping.
- Completing all paperwork required for new employees (visa, JAFZA pass, Emirates ID, new computer user etc.).
- Monitoring visa and gate pass expiry dates for employees and ensuring they are renewed before they expire.
- Typing of letters and other administrative duties as required.
- Treating sensitive information with appropriate levels of confidentiality.
- Co-ordinating with 3rd party IT contractor and admin contractors to schedule visits as required.
- Maintaining register of IT equipment for the Dubai facility and physical verification of office equipment periodically.

**Qualifications/Skills and Experience**:
**Essential**
- High School or diploma level education
- Previous experience in a customer facing role
- Excellent working knowledge of Microsoft Office programmes
- Highly proficient in spoken and written English

**Desirable**
- Knowledge and experience of an ERP system, ideally Microsoft AX or Dynamics 365
- Full Driving Licence

**Personal Qualities**
- Excellent communication (both written and oral), influencing and interpersonal skills
- High degree of commercial acumen
- Highly professional conduct
- Strong time management and organisational skills
- Ability to work as part of a team

**Closing Date: 23 May 2024**

**Job Types**: Full-time, Temporary
Contract length: 24 months

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