Role Purpose :
The position is responsible to manage effectively the reception area of the office in order to create a positive impression of Majid Al Futtaim’s image ensuring that all visitors, clients are treated courteously and all telephone calls are answered professionally and promptly.
In-addition, it is also responsible to organize meetings and handle meeting rooms schedule accurately and promptly on a daily basis.
Role Details Key Responsibilities and Accountabilities :
1.Treat incoming visitors to the Office courteously and inform the relevant staff of their arrival promptly.
2.Provide customers with general information if necessary on MAF such as working hours, names / designations / location of relevant managers etc.
3.Attend and answer telephone calls made to the Office promptly and forward calls to the relevant staff.
4.Record all outgoing international calls made through the switchboard.
5.Take messages from callers and ensure they are passed on to relevant staff on a timely basis.
6.Ensure meeting rooms are kept tidy throughout the day by liaising with the Office Assistants.
7.Allocate and book meeting rooms for employees when requested.
8.Receive request from secretaries for meeting room bookings and reply back with a confirmation on room number.
9.Receive and dispatch the courier mail in an efficient manner.
10.Receive and record incoming documents and parcels on a log-book and ensure that they are delivered to the concerned staff in a timely manner.
11.Responsible for dispatching documents and parcels through Courier.
12.Organize mail sent by post and ensure to maintain a log book for record purposes.
13.ln-charge of ordering Airway-bills on a regular basis.
14.Ensure Airway-bills are filled out accurately by employees before sending them through Courier.
15.Ensure compliance with the MAFP SMBU’s Code of Conduct, Departmental policies and HC Policies and Procedures at all times.
Personal Characteristics and Required Background :