Receptionist - Arabic Speaking

5 months ago

Dubai, United Arab Emirates Tiger Recruitment Ltd Full time

Position Title/Rank: Receptionist
Department: Business Services
Reporting Manager: Administration Manager

Arabic Speaking is essential

Purpose of Position

Provide general reception operations and administrative services for all colleagues. Back up Administrative Assistant regarding office maintenance and supplies ordering when required. Provide EA cover from time to time

Primary Functions and responsibilities:

- Daily opening of reception area with checks to ensure everything is presented neatly and professionally
- Greet and announce visitors promptly and professionally
- Adhere to telephone guidelines daily:

- Answer all incoming calls to reception promptly, transfers calls if necessary (uses “mute” button if appropriated)
- Forward phone for short breaks to ensure no calls are missed
- Ensure message facility is on during evenings, weekends and public holidays (changing message when necessary)
- Ensures callers are not placed on hold for too long
- Knows and follows procedures for handling emergency situations (and is familiar with emergency numbers):

- Emergency evacuation call
- Employee or visitor medical emergencies, etc.
- Monitor and deal with all requests being sent to Dubai Reception and ME.Office Mailboxes
- Oversee allocation of parking spaces and liaise with security for activation and Oversee allocation of parking spaces and liaise with security for activation and deactivation of cards
- Maintain a daily roster of visitors
- Oversee incoming and outgoing mail/couriers, check courier invoices against airway bills and notify Account of any deductions for personal deliveries
- Coordinate all aspects related to meeting room bookings and use initiative to resolve scheduling issues, ensure meeting room set up is complete and liaise with Office Assistant for refreshments etc.
- Assign temporary office space for visitors
- Check departing employees return all necessary items to Reception
- Manage vendor registrations excel sheet, paying special attention to follow all guidelines carefully
- Support on ad hoc requests from other departments/consultants
- Updating Travel Database on daily basis available in the share point
- Flight Booking Approvals
- Hotel Booking Requests
- Checking Monthly Invoices to reconcile with the Accounts
- Handling Petty Cash and reconciling it on a monthly basis
- Daily closing of reception area ensuring the office is safe and secure
- Update Reception handbook as and when necessary

Additional Functions and Responsibilities
- Provide EA support as required, with travel requests, timesheets, expenses and general administration
- Support on responsibilities of the Administrative Assistant in their absence

Communication Skills
- Excellent telephone etiquette
- Ability to handle difficult and irate callers gracefully
- Excellent follow-up skills; take accurate messages and deliver them quickly
- Take ownership of caller’s requests; actively seek appropriate person to refer callers
- Flexible and team player

Technical Skills
- Working knowledge of Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)

Education
- High school diploma, minimum

Previous Experience
- 2 - 3 years previous Reception or Customer Service experience required

Other Requirements
- Arabic speaking
- Flexibility with regards to working hours; ability to adjust schedule and work overtime when necessary
- Smart, professional appearance at all times

Tiger is B Corp Certified. We are part of a global movement of businesses committed to improving social and environmental conditions around the world.

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