Receptionist and General Administrator - #58138

Hunting Group


Date: 1 week ago
City: Dubai
Contract type: Full time
Posted: 15/05/2024 15:36
Start Date: Not Available
Salary: DOE
Location: Dubai, UAE
Level: Experienced
Deadline: 23/05/2024 23:59
Hours: 40.00
Benefits: Competitive
Job Type: Fixed Term - Full Time


Job Title: Receptionist and General Administrator

Reporting to: Finance Manager

Nature of the Position: Fixed Term – Full Time

Location: Dubai, UAE


Role Overview:

The Receptionist and General Administrator will be responsible for all reception duties, supporting all departments within the Dubai facility.

Key Responsibilities:

  • General reception duties – greeting all visitors and welcoming them to the Dubai facility in a professional and friendly manner; maintaining visitor logbook; operating switchboard and directing calls to the relevant personnel, taking messages and ensuring they are passed to the appropriate staff member in time.
  • Ensuring all external visitors are given a short Health & Safety briefing upon arrival.
  • Liaising with OSC /JAFZA to arrange gate passes for visitors and other administrative matters as required.
  • Licensing and other registrations related to the entity.
  • Managing/distributing incoming mail and organising courier service for outgoing mail.
  • Making business flight and hotel bookings for staff and visitors and keeping log of travel to higher risk countries for insurance purposes.
  • Purchasing of office supplies and equipment – stationery, groceries etc.
  • Maintaining a tidy meeting room and ensuring refreshments are available for external visitors.
  • Ensuring that office voicemail greeting is kept up to date with an appropriate message.
  • Assisting with basic HR record keeping and printing on vendor invoices.
  • Assisting with basic Logistics tasks and Customs record keeping.
  • Completing all paperwork required for new employees (visa, JAFZA pass, Emirates ID, new computer user etc.).
  • Monitoring visa and gate pass expiry dates for employees and ensuring they are renewed before they expire.
  • Typing of letters and other administrative duties as required.
  • Treating sensitive information with appropriate levels of confidentiality.
  • Co-ordinating with 3rd party IT contractor and admin contractors to schedule visits as required.
  • Maintaining register of IT equipment for the Dubai facility and physical verification of office equipment periodically.

Qualifications/Skills and Experience:

Essential

  • High School or diploma level education
  • Previous experience in a customer facing role
  • Excellent working knowledge of Microsoft Office programmes
  • Highly proficient in spoken and written English

Desirable

  • Knowledge and experience of an ERP system, ideally Microsoft AX or Dynamics 365
  • Full Driving Licence

Personal Qualities

  • Excellent communication (both written and oral), influencing and interpersonal skills
  • High degree of commercial acumen
  • Highly professional conduct
  • Strong time management and organisational skills
  • Ability to work as part of a team

Closing Date: 23 May 2024

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