Admin Receptionist

2 weeks ago


Dubai, Dubai, United Arab Emirates Oil And Gas Job Search Ltd Full time
Responsibilities

- Receive incoming calls, identify caller needs and direct to the appropriate extensions.
- Handling incoming and outgoing faxes, copies, scans, all necessary documents.
- Receiving visitors, customers and walk-in company representatives at the reception area, briefing about building safety and handling appropriately by notifying concern person in facility and guide them to the office / meeting room as requested.
- Ensuring the reception area is clean, well-organized and providing safe environment for employees and client / visitors.
- Managing all correspondence including dealing with email and distributing incoming mail to the appropriate individuals.
- Preparing couriers, handover package to courier agency, track the package as necessary / requested, receive courier and handover to concern person.
- Assisting bookings of meeting / training and ensuring meeting rooms always remains tidy and presentable.
- Providing assistance for office events and bookings, ensuring catering / refreshments are available as requested.
- Maintain and order office / stationary supplies, IT / electronic accessories by checking stock and determine inventory level, anticipating needed supplies, placing and expediting orders.
- Issue visitors and goods passes for JAFZA
- Timekeeping and sign off in Kronos system.
- Creating Purchase orders in JDE and maintaining records. Follow up and getting supplies delivered and keeping track of invoice with accounts as needed.
- Managing facility related contracts and price negotiations with vendors / service providers with facility coordinator.
- Assist with travel arrangements and hotel bookings as requested.
- Maintain well organized and efficient office environment.
- Coordinate with facility coordinator about building requirements and assist as needed.
- Provide back-up support for admin and facility coordinator.
- Maintain calibration record, maintain safety related records and notify before expiry. Take necessary action for renewal / reinspection.
- Any other work-related tasks assigned by manager.

BEHAVIORAL SKILLS/COMPETENCIES REQUIRED:

- Pleasant and with good customer relation
- Good Verbal and Written Communication
- Computer Literate - Microsoft Office
- Telephone Skills
- Supply Management
- Documentation

EDUCATIONAL QUALIFICATION & EXPERIENCE REQUIRED:
Essential

- Minimum Diploma degree
- 3 years or above work experience
- Good command of English

DESIRABLE:

- Bachelor's Degree
- Oil and Gas company experience will be an advantage.
- Experience of working with Kronos and JDE will be an advantage

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