As a Receptionist, you will be the first point of contact for our company.
Our Receptionist’s duties include offering administrative support across the organization.
You will welcome guests and greet people who visit the business.
You will also coordinate front-desk activities, including distributing correspondence and redirecting phone calls.
You are required to dress appropriately at all times to display a professional office decorum.
UAE is an Islamic Country) Maintain confidentiality at all times.
The following are your detailed job responsibilities as assigned to you currently but not limited to, as additional duties may be assigned to you from time to time.
Timely arrival to the Office at all times.
Ensure reception area is tidy and presentable, with all necessary stationery and material (e.g.
pens, forms and brochures).
Answer telephones and give information to callers, take messages, or transfer calls to appropriate individuals.
Greet visitors and callers, handle their enquiries and direct them to the appropriate person according to their needs.
Maintain Daily Attendance Log.
Daily Changing of back-up Server Tape.
Monitor all Drivers and the vehicle’s whereabouts (Using Vertex) 8.
Schedule and confirm appointments for clients, customers or supervisors.
Screen job applications, discuss with HR Director and then schedule interviews.
Prepare documents for Visa Applications.
Follow up with the PRO office for all visa and labour related enquiries.
Prepare Offer / Contract Letters for new employees.
Issuance of Medical Insurance Cards to all employees.
Maintain database for all employees.
Maintain an organized paper and electronic filing system for all employees ensuring all details are correct and updating them from time to time.
Prepare enquiries and work orders.
Maintain a detailed database for projects and update as and when necessary.
Maintain an organized paper and electronic Filing System for all other documents.
Complete forms in accordance with Company procedures.
Coordinate proper site correspondence related to permits and passes or staff visiting the sites.
Open, read, route and distribute incoming mail and other material and prepare answers to routine letters.
Follow up quotations from clients.
Maintain accurate and comprehensive records of incoming & outgoing correspondence.
Locate and attach appropriate files to incoming correspondence requiring replies.
Take dictation from MD / CEO and transcribe information.
Read and check thoroughly before giving it to the MD / CEO for his signature.
Check and prepare requisitions for all supplies required in the Office and dispense accordingly keeping an inventory of stock.
Provide administrative and document control support to the organization.
Assist Finance and Administration Manager in preparing reports, filing and other secretarial job.
Update calendars, schedule and coordinate meetings between the MD / CEO, Production and Site Personnel.
Perform standard office procedures including scheduling appointments and organizing meetings.
Operate office equipment such as fax machine, copiers and phone systems, and use computers for spreadsheet, word processing, database management and other applications.
Assist the Executive Assistant in all aspects of work.
Conduct searches to find needed information, using sources such as the internet.
Ensure smooth functioning and coordination between all departments.
Ensure proper office attire decorum as per the laws of UAE (Islamic Country).
Maintain confidentiality at all times.
Keep the MD and HR Director informed on a regular basis and sometimes daily if necessary of any HR related issues.
Job Details Posted Date : 2019-04-13Job Location : Dubai, United Arab EmiratesJob Role : SecretarialCompany Industry : Interior design Preferred Candidate Career Level : Mid CareerGender : FemaleNationality : PhilippinesDegree : Bachelor's degree