Receptionist & Admin Executive - #49597

Zahrawi Medical


Date: 2 weeks ago
City: Dubai
Contract type: Full time

About Zahrawi Group

Zahrawi Group is a leading company in the GCC Healthcare Industry with its presence in UAE, KSA, Qatar, Bahrain, & Oman markets. The company supplies and distributes high-quality products and services to Hospitals, Clinics, Laboratories, & Analytical Industries.

job Brief
The Receptionist & Admin Assistant is accountable for handling all phone calls and maintaining the reception area.

ACCOUNTABILITIES

Policies & Procedures:

  • Adhere to all Zahrawi Policies & Procedures as applicable.

Reception:

  • Managing the reception area; welcoming visitors and directing them to the right place.
  • Attending all incoming telephone calls, determining the purpose, forwarding the call to concerned personnel and sending emails if needed regarding the call.
  • Handling the reception email address, and direct and prioritize tasks received accordingly.
  • Maintaining international phone log, Zahrawi extensions and updating them frequently.

Administration:

  • Maintaining meeting rooms schedule and arranging the bookings as per importance and capacity of rooms.
  • Hotel Credit Applications, forms and documents that require Zahrawi information filling and signing from the respective approvers.
  • Handling the info email and forwarding to the concerned person respectively.
  • Handling the monthly birthday calendar and design.

Office Coordination:

  • Coordinating with Office assistants for any guests that need to be offered any assistance.
  • Addressing technical issues to the IT department and Supporting IT to ensure all connections are running well in the office.

Management Coordination:

  • Arranging the Group CEO & MD’s teams calls and following up with the attendants.
  • Attending all the Events Planning Virtual Meetings and ensuring bringing up creative ideas, following up with the plan and arranging the events in Dubai office.

Local Hotel & Events Bookings:

  • Coordinate with all Zahrawi Gulf employees regarding any local hotel arrangements (Dubai & Northern Emirates).
  • Maintain agreement with hotel partners for procuring (hotel bookings, meeting room arrangement, Airport transfers and other Events) for employees, VIP suppliers and visitors.
  • Arrange bookings as per the requested details, secure all necessary approvals before proceeding with any booking request.
  • Arranging the invoices against the bookings with their corresponding supporting documents (vouchers/confirmation and approvals) prior to submission to Accounts Payable team for payment.
  • Maintaining the Masterfile of the hotel & events excel sheet to keep track of the transactions and invoices.
  • Scanning the invoices along with their supporting documents and maintaining them in one folder.
  • Frequently following up with the partners for the invoices to ensure the updated submission to Finance team in the same month of transactions. If by any chance all invoices cannot be obtained in the same month, submitting a Provision report to Finance team is mandatory.
  • Preparing a monthly productivity report for all the transactions made during the month with all the necessary data.

REQUIREMENTS

  • Education: Bachelor’s degree
  • Additional details:
    • Candidate should be willing to move to Company Visa (when applicable)
    • Candidate should be based in the UAE
  • Experience: 2+ years of experience as applicable
  • Job Specific Skills: Organization skills, documentation skills, Excellent Microsoft Office skills, Good communication skills

Location: UAE - Dubai

Job Type: FULLTIME

Job Posting Date: 03-04-2024

Division/Department: Administration

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