Receptionist & Administrative Officer

4 weeks ago


Dubai, United Arab Emirates Fortes Holdings Full time

As a Receptionist and Administrative Assistant, you will
be responsible for providing exceptional customer service to guests and
stakeholders alike while efficiently managing administrative tasks related to
air ticket bookings, visa arrangements, and general office duties. You will
serve as the first point of contact for guests, ensuring a positive experience
from the moment they arrive. Your organizational skills and attention to detail
will be crucial in managing various tasks simultaneously while maintaining a
professional demeanour.

**Key Responsibilities**:
**Guest Relations**:

- Greet and welcome guests in a friendly and
professional manner.
- Assist stakeholders/guests with inquiries.
- Handle guest/stakeholder check-ins, check-outs, and
parking efficiently, ensuring a seamless experience.
- Address concerns or complaints promptly and
escalate issues as necessary to ensure stakeholder satisfaction.
- Maintain a neat and organized reception area,
including the display of relevant brochures and promotional materials.

**Air Ticket Bookings**:

- Assist stakeholders with booking air tickets,
providing options based on their preferences and budget.
- Coordinate with stakeholders to secure
reservations, confirmations, and e-ticket issuance.
- Keep updated on airline schedules, fares, and
travel regulations to provide accurate information and recommendations to
guests.
- Process payments for ticket bookings, ensuring
accuracy and compliance with company policies.

**Visa Arrangements**:

- forms, filling them, and taking necessary approvals.
- Liaise with embassies or visa processing
- submission and follow-up to expedite processing when required.
- Communicate visa status updates to stakeholders
and assist with any additional requirements or inquiries.

**Administrative Duties**:

- Calendar management for the board of Directors.
- Answer phone calls, transfer calls, and take
messages as needed.
- Manage incoming and outgoing mail and packages,
including distribution and tracking.
- Schedule appointments and meetings, coordinate
conference room reservations, and prepare meeting materials as necessary.
- Maintain office & housekeeping supplies
inventory, reorder supplies as needed, and ensure the office equipment is in
working order.
- Ensure doing regular rounds in the office to
check if everything is in place in terms of infrastructure.
- Ensure the cheque & agreement are signed off
from BOD’s by the end of the day.
- Liaise with vendors for maintenance of printers
and coffee machines
- Assist with data entry, filing, and other
clerical tasks to support the smooth operation of the office.
- Provide support in arranging celebrations in the
office.

**Qualifications**:

- Graduate or equivalent; additional certification
office administration is a plus.
- Proven experience as a receptionist,
administrative assistant, or similar role.
- Excellent communication and interpersonal
skills, with a friendly and professional demeanor.
- Strong organizational skills and attention to
detail, with the ability to multitask and prioritize tasks effectively.
- Proficiency in computer skills, including MS
Office (Word, Excel, Outlook) and familiarity with online travel bookings.
- Knowledge of travel procedures, airline
- Ability to remain calm and composed under
pressure, with a positive attitude and problem-solving skills.This role offers an exciting
opportunity to provide exceptional service and contribute to the smooth
operation of the office. If you have excellent
organizational skills, and enjoy working in a dynamic environment, we encourage



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