Receptionist

The receptionist will be responsible for welcoming our business partners as well as training attendees, answering and directing incoming calls, mail distribution, flow of correspondence, requisition of supplies as well as additional clerical duties. Other responsibilities will include making travel and meeting arrangements and support the Regional and Managing Director as needed. The ideal candidate will manage workload well, prioritize, multitask while delivering the highest quality of work with little supervision.

Key tasks:
  • Support in the preparation of training sessions for trainees in our Customer Experience Center (print out of training materials, attendees list), employee events, communication events
  • Prepare and book meeting rooms as requested from employees and management
  • Responsible for ordering food for meeting/trainings/events
  • Prepare Invitation Letters / Visa Applications / UAE visa for visitors
  • Supervise the office helper to ensure the office is tidy and well organized
  • Correspond with the Building management for ONE JLT
  • Prepare access and parking cards for employees and visitors
  • Order Business cards 
  • Desk preparation for new hires
  • Manage expenses for the Managing Director and other leaders
  • Provide Personal Assistant support to the Managing Director
  • Hotel/Accommodation booking as requested
  • Negotiate the best corporate rates with hotels in ME&L
  • Transportation and flight bookings as requested
  • Answer any enquiry through phone/email and forward to correct person
  • Send/Receive all shipments/deliveries from DHL/Aramex/Emirates post.
  • Adjust Welcome message in the Reception
  • Take minutes for all employee meetings, as required
  • Prepare reports each month for the office supply usage
  • Manage and ensure office supply and office stationery are in stock
  • Cost optimization for all office supply and office stationery
  • Support in creating presentations for Senior Management, as required

 

Requirements
  • Bachelor in Administration preferable but not requirement
  • 3 years’ experience in similar role in Dubai
  • Excellent written and verbal English skills
  • Attention to details
  • Ability to work independently and with minimum supervision
  • Innovative and creative, solution focus

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