Receptionist Secretary

4 weeks ago

Abu Dhabi, United Arab Emirates Desert Man Transporting & Contracting Full time

As a Secretary cum Receptionist, your role involves providing administrative support and managing front desk operations simultaneously. Here are the typical job responsibilities:
## Receptionist Responsibilities:
1. Greeting and Welcoming Visitors:

- Welcome visitors in a courteous and professional manner.
- Direct visitors to appropriate personnel or meeting rooms.

2. Answering and Directing Phone Calls:

- Answer incoming calls and direct them to the appropriate person or department.
- Take messages and relay them to the relevant person promptly.

3. Handling Mail and Deliveries:

- Sort and distribute incoming mail and packages.
- Prepare outgoing mail and packages, including courier services as needed.

4. Scheduling Appointments and Meetings:

- Schedule appointments and coordinate meetings for executives or managers.
- Maintain calendars and update schedules as needed.

5. Maintaining Reception Area:

- Ensure the reception area is tidy and presentable.
- Monitor and maintain office supplies inventory for the reception area.

6. Customer Service:

- Provide basic information to clients, customers, and visitors.
- Assist with inquiries and provide excellent customer service at all times.

## Secretary Responsibilities:
1. Administrative Support:

- Provide administrative support to managers and executives as required.

2. Scheduling and Coordination:

- Arrange and coordinate meetings, conferences, and travel arrangements.
- Manage executives' calendars and schedules efficiently.

3. Data Entry and Filing:

- Maintain and update contact lists, databases, and filing systems.
- Ensure all documentation and records are accurately filed and accessible.

4. Communication Management:

- Draft, proofread, and edit correspondence and reports as needed.

5. Office Management Support:

- Assist with office management tasks such as ordering supplies and coordinating maintenance of office equipment.
- Handle confidential and sensitive information with discretion.

6. Meeting Support:

- Prepare meeting agendas, attend meetings, and take minutes when necessary.
- Distribute meeting minutes and follow up on action items.

7. Coordination with Other Departments:

- Liaise with internal departments and external stakeholders on behalf of executives.
- Facilitate communication and collaboration between different teams.

8. Special Projects and Tasks:

- Assist with special projects and initiatives as assigned by executives or managers.
- Conduct research, compile data, and prepare presentations or reports as needed.

## Additional Responsibilities:
1. Multitasking: Efficiently manage multiple tasks and responsibilities simultaneously.

2. Adaptability: Quickly adapt to changing priorities and work demands.

3. Problem-Solving: Resolve issues and challenges effectively, seeking assistance when needed.

4. Professionalism: Maintain a professional appearance and demeanor at all times.

5. Confidentiality: Handle sensitive information with confidentiality and discretion.

6. Technology Proficiency: Use office software and equipment effectively, including word processing, spreadsheets, and communication tools.

These responsibilities require strong organizational skills, attention to detail, and excellent communication abilities to ensure smooth operations both at the front desk and in providing administrative support to the organization.

Pay: AED2,500.00 - AED3,500.00 per month

**Experience**:

- receptionist/secretary in contracting company: 5 years (required)

Expected Start Date: 01/11/2024

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