Reception and Administration Officer Based in Abu Dhabi
1 week ago
**1**Mission**
To provide the highest standards of customer service and administration at the reception area of ADP Ingenierie's Abu Dhabi office, ensuring that visitors feel welcomed and leave with a great first impression.
**2**Line and Staff Relations**
The Receptionist & Administration Support Officer reports to the Head of Administration and Workplace at ADP Ingenierie Abu Dhabi Branch. He/She has relation with:
- All the local staff
- All the external entities necessary to his/her job execution
**3**Key Responsiblities**
**Reception Desk, Office Quality & Safety**
- Welcome guests, ensure that details are recorded in visitor's log, provide visitor's ID, offer refreshments and inform the receiving employee without delay
- Screen and direct all incoming calls, record and pass on messages and assist with outgoing call requests
- Administer courier, stationery and transfer requests
- Ensure the overall standard of cleanliness at the reception, visitors' lounge and meeting rooms is maintained by coordinating with the Office Attendant
- Ensure that all equipment at the reception and lounge area are in good working order and report any technical issues to IT or line manager for immediate action
- Regularly update the Emergency Log Book with scheduled fire inspections, false fire alarms and accident and first aid administration details
- Conduct daily staff check in line with safety procedures in the event of emergency evacuation
- Oversee the Health, Safety and Security access at the reception area and report any issues to the line manager.
- Participate in emergency evacuation procedures as Assembly Point Coordinator
**Administration Support**
- Submit monthly report to the Line Manager covering mission travel related bookings, medical claims, outstanding items, issues, etc.
- Coordinate supplier collections, deliveries and obtain NOC from building's management as requested by line manager
- Record and report all maintenance issues to the line manager and building's management as necessary
- Maintain an efficient filing system both in shared folder and box files for incoming and outgoing couriers, mail, driver's daily log, annual and mission travel, medical claims, etc.
- Manage procurement and reception activities
- Assist with organizing internal and external events by locating venues, liaising with attendees, negotiating rates, etc.
**Travel Management**
- Manage mission travel requests ensuring that the required information, documentations, and approvals are obtained and registered in travel System.
- Ccoordinate with Paris travel team to follow-up pending approvals and missing project codes
- Troubleshoot any technical issues in travel system or escalate to Paris if unable to resolve
- Compare agency and airline rates to obtain the best value for the required flight and hotel bookings in line with standard procurement procedures
- Regularly update employees' profiles in travel system
**4**Profile Specifications - Minimum Requirements**
- 5 years of experience in managing reception desk and executing administration activities in a fast paced environment
- Bachelors degree in any field
- Well presented and has a pleasant personality
- Experienced in MS Office Suite (Word, Excel, PowerPoint, and Outlook) and Internet.
- _Key Competencies : Planning & Organization, Results Driven, Flexibility and Customer Focus_
**NOTES FOR THE JOB HOLDER & LINE MANAGER**
The job description is not limited to the above stated areas. Additional responsibilities can be added based on the nature of the business and the requirement of the role.
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