Front Office Coordinator

2 weeks ago


Dubai, Dubai, United Arab Emirates Zahrawi Group Full time

Zahrawi Group is a leading company in the GCC Healthcare Industry with its presence in various markets. The company supplies and distributes high-quality products and services to hospitals, clinics, laboratories, and analytical industries.

Job Overview

The Front Office Coordinator is accountable for handling all phone calls and maintaining the reception area.

Key Responsibilities
  • Managing the reception area; welcoming visitors and directing them to the right place.
  • Attending all incoming telephone calls, determining the purpose, forwarding the call to concerned personnel, and sending emails if needed regarding the call.
  • Handling the reception email address, and directing and prioritizing tasks received accordingly.
  • Maintaining international phone log, Zahrawi extensions, and updating them frequently.

Additionally, the coordinator will handle hotel credit applications, forms, and documents that require Zahrawi information filling and signing from the respective approvers. They will also handle the info email and forward it to the concerned person respectively. Furthermore, they will maintain the monthly birthday calendar and design.

The coordinator will coordinate with office assistants for any guests that need assistance. They will address technical issues to the IT department and support IT to ensure all connections are running well in the office. They will arrange the Group CEO & MD's team calls and follow up with the attendants. Additionally, they will attend all the events planning virtual meetings and ensure to bring up creative ideas, following up with the plan, and arranging the events in Dubai office.

Local Hotel & Events Bookings

  • C Coordinate with all Zahrawi Gulf employees regarding any local hotel arrangements (Dubai & Northern Emirates).
  • Maintain agreements with hotel partners for procuring (hotel bookings, meeting room arrangements, airport transfers, and other events) for employees, VIP suppliers, and visitors.
  • Arrange bookings as per the requested details, securing all necessary approvals before proceeding with any booking request.
  • Arrange invoices against the bookings with their corresponding supporting documents (vouchers/confirmation and approvals) prior to submission to Accounts Payable team for payment.
  • Maintain the Masterfile of the hotel & events excel sheet to keep track of the transactions and invoices.
  • Frequently follow up with the partners for the invoices to ensure the updated submission to Finance team in the same month of transactions. If by any chance all invoices cannot be obtained in the same month, submitting a Provision report to Finance team is mandatory.
  • Prepare a monthly productivity report for all the transactions made during the month with all the necessary data.
Requirements
  • Candidate should be willing to move to Company Visa when applicable.
  • Candidate should be based in the UAE.
  • Experience: 2+ years of experience as applicable.


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