Receptionist/ Administration Assistant

Job Description

REQUIREMENTS

• Excellent customer service and communication skills.
• Strong organizational and administrative capabilities.
• Ability to handle confidential information with discretion.
• Proficiency in coordinating office operations and managing office equipment.
• Educated up to degree or diploma level; additional qualification via a diploma/certificate in Office Administration is advantageous.
• 3-5 years of experience in an administrative or receptionist role within a large company.
• Excellent written and oral communication skills to provide effective advice and manage confidential information.
• Strong organizational and administrative skills to handle varied workloads and meet deadlines in a busy environment.

RESPONSIBILITES

Administrative Support

• Act as the first point of contact for the HR Department and liaise with people from both internal and external organisations.
• Provide excellent customer service to all visitors and guests.
• Screen telephone calls, enquiries, and requests, redirecting them appropriately and taking adequate messages when required.
• Ensure knowledge and familiarity with company policies and procedures to provide sound and appropriate replies to queries.
• Handle and deal with tasks and situations professionally.
• Ensure all calls and enquiries are managed appropriately, professionally, and directed to the right individuals if necessary.

Office Management

• Responsible for the upkeep and maintenance of the Human Resource offices and ensure that all office equipment and facilities are in working condition.
• Monitor the upkeep of meeting rooms and facilities.
• Manage the outsourced pantry staff and coordinate with subcontractors such as cleaners, canteen, plant suppliers, and pest control for service provision.
• Provide logistical support for meetings held in HR meeting rooms, including preparation and catering arrangements.
• Organize team birthday celebrations, team meetings, and HR workshops in coordination with the HR Administrator.
• Ensure all interview-related documentation is prepared in advance and handed over to the respective HRBP.
• Manage set up of WebEx interviews and video conferences efficiently.
• Ensure the office assistant checks meeting rooms post-meeting and that all attendees are served promptly.

Document Management

• Maintain a document tracker and record all incoming and outgoing documentation accurately.
• Manage and regularly update the Real Estate Telephone Directory and circulate updates monthly to all EAs and PAs within the department.
• Ensure document accuracy and no misplacement of documents.
• Update the probation tracker regularly in coordination with Onboarding Specialists and send email communications on deadlines.

Inventory and Purchases

• Track inventory status reports of office IT equipment such as laptops and monitors.
• Ensure the inventory of induction packs is maintained and updated to the onboarding specialist if quantities are low.
• Prepare RFAs and LPOs for all HR team purchases and procurement activities.
• Ensure timely release and processing of LPOs and vendor payments.
• Submit Etisalat bills to Finance and HR team members in a timely manner.

General Support

• Provide support to HR and Administrative functions, including organizing office gatherings, responding to employee queries, and identifying training and development opportunities.
• Ensure Etisalat bills are distributed to HR team members and collected for finance submission.
• Demonstrate our client’s Core Values.

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