Receptionist - Arabic Speaking

3 months ago


Dubai, United Arab Emirates Tiger Recruitment Full time

Position Title/Rank: Receptionist r

Department: Business Servicesr

Reporting Manager: Administration Managerr

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Arabic Speaking is essential r

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Purpose of Positionr

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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 timer

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Primary Functions and responsibilities:r

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- Daily opening of reception area with checks to ensure everything is presented neatly and professionallyr
- Greet and announce visitors promptly and professionallyr
- Adhere to telephone guidelines daily:r
- Answer all incoming calls to reception promptly, transfers calls if necessary (uses “mute” button if appropriated)r
- Forward phone for short breaks to ensure no calls are missedr
- Ensure message facility is on during evenings, weekends and public holidays (changing message when necessary)r
- Ensures callers are not placed on hold for too longr
- Knows and follows procedures for handling emergency situations (and is familiar with emergency numbers):r
- Emergency evacuation callr
- Employee or visitor medical emergencies, etc.r
- Monitor and deal with all requests being sent to Dubai Reception and ME.Office Mailboxesr
- 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 cardsr
- Maintain a daily roster of visitors r
- Oversee incoming and outgoing mail/couriers, check courier invoices against airway bills and notify Account of any deductions for personal deliveriesr
- 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.r
- Assign temporary office space for visitorsr
- Check departing employees return all necessary items to Receptionr
- Manage vendor registrations excel sheet, paying special attention to follow all guidelines carefullyr
- Support on ad hoc requests from other departments/consultantsr
- Updating Travel Database on daily basis available in the share point r
- Flight Booking Approvalsr
- Hotel Booking Requests r
- Checking Monthly Invoices to reconcile with the Accountsr
- Handling Petty Cash and reconciling it on a monthly basisr
- Daily closing of reception area ensuring the office is safe and securer
- Update Reception handbook as and when necessaryr

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Additional Functions and Responsibilitiesr

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

Communication Skillsr
- Excellent telephone etiquetter
- Ability to handle difficult and irate callers gracefullyr
- Excellent follow-up skills; take accurate messages and deliver them quickly r
- Take ownership of caller’s requests; actively seek appropriate person to refer callersr
- Flexible and team playerr

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

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Educationr

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- High school diploma, minimumr

Previous Experiencer
- 2 - 3 years previous Reception or Customer Service experience requiredr

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Other Requirementsr

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- Arabic speakingr
- Flexibility with regards to working hours; ability to adjust schedule and work overtime when necessary r
- Smart, professional appearance at all timesr

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

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