To manage the reception area effectively by providing the relevant information, meeting/greeting guests, making/receiving calls and maintaining various logs
To assist the staff in travel bookings and administrative issues
To assist the staff in various related tasks
Responds to all external / internal enquiries by providing information such as contact details of the employees, office address, office location and working hours, etc.
Assists associates and guests/visitors by providing important internal information such as departments’ and meeting rooms location, emergency exits etc.
Meets and greets all arriving guests in a warm and welcoming manner
Directs guests to the waiting lounge, meeting rooms and/or offices as appropriate
Coordinates with pantry staff to ensure coffee/drinks are served in a timely manner
Maintains Visitors’ Logbook by collecting business cards
Coordinates with the executive support in order to effectively manage the board room activities
Receives the meeting requests from associates, checks the availability and required equipment of the meeting rooms, updates the meeting rooms calendar and sends a meeting room booking confirmation
Keeps the reception meeting room area available mostly for the meetings with external guests
Provides meetings’ schedule to the pantry staff in order to make sure they are available
Receives the Business Travel/Hotel Booking request forms, validates them and makes sure they are approved by the requestors’ head of department
Communicates and coordinates with the travel agents/hotels to make bookings accordingly
If necessary, changes travel arrangements, arranges transportation and coordinates with HR any visa requirements
Communicates the associate when the booking is confirmed
Provides assistance to all associates and guests before, during and after their business travels
Assists associates by providing information such as Dubai contact list and other similar information
Supports guests and associates by making international/local calls when requested
Answers and redirects incoming calls, takes adequate messages when required
Maintains telephone log for incoming/outgoing calls
Provides inputs to Department Manager for continuous improvement of the Reception function; takes initiative and encourages others to participate and contribute to such efforts
Participates actively in quality improvement initiatives such as quality circles etc.
Strives to continually improve own performance and assist others in the same
Assists associates by operating the photocopier, making photo copies as well as scanning documents and sending/receiving faxes
Binds official documents for associates and decides appropriate binding methods as per business requirements
Provides support to associates by typing various forms, letter labels, etc.
Assists associates with logistics support for business purposes like making reservations for business lunches, business transportation and guest support, etc.
Assists associates in various related tasks
Job Details
| Date Posted: | 2014-03-27 |
| Job Location: | Dubai, United Arab Emirates |
| Job Role: | Administration |
| Company Industry: | Government Sector |
| Monthly Salary: | US $2,000 |
| Joining Date: | 2014-04-06 |
Preferred Candidate
| Career Level: | Mid Career |
| Gender: | Female |
| Nationality: | United Arab Emirates; Bahrain; Djibouti; Algeria; Egypt; Iraq; Jordan; Comoros; Kuwait; Lebanon; Libya; Morocco; Mauritania; Oman; Palestine; Qatar; Saudi Arabia; Sudan; Somalia; Syria; Tunisia; Yemen |
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Receptionist - Taylor Hunt job United Arab Emirates