About the job
Scope and Purpose:
To welcome visitors and clients, receive and route telephone calls and provide administration support in the office.
Key Result Areas & Responsibilities:
Welcome visitors to the office, assist them in making appointments, assure their comfort and direct them to the proper staff or service.
Deal with enquiries from the public, staff and pass messages on to other members of staff.
Answer telephones; screen and forward calls and /or record and forward messages accurately.
Receive, sort, distribute and dispatch mails and couriers within the office; file correspondence and other materials as required.
Verifying courier invoices & forwarding to Finance Department
Maintain hard copy and electronic filing system of visitors.
Order supplies related to office stationeries, pantry and coffee machine and maintain stocks and records.
Business travel administration maintain and update the records of business trips of staff, distribute BTA forms to concerned staff and provide an overview of employees presence status by means of Staff Notifications.
Checking FCO Advice for all Business Travels and take necessary steps
Arrange meetings, book and prepare Conference rooms and arrange hospitality
Make arrangements for monthly birthday parties.
General administrative and clerical support
Distribution of Invoices Downloaded from the LES site (intranet).
Distribution of Etisalat Bills
Assist the HR Team with the following tasks
Prepare the new-joiner starter kit such as stationeries, laptop, ID, access card, network access, and that workstation is in place
Keeping up to date employee record electronically to ensure accurate information
Maintain Employee Tracker for new-hires, leavers, leave management, digital and physical files
Updating Personnel files
Medical Insurance Administration
Recruitment (arranging interviews, conference rooms etc.)
Checking FCO advice for all business travels and taking necessary actions
Annual Air Ticket Encashment Payment
Bachelors degree from a reputed university.
One-three years relevant experience.
Familiarity with current Windows operating systems (as applicable) and proficiency in required software, including currently supported versions of Windows applications such as Word, Excel, etc.
Good verbal and written communication skills
Customer service orientation
To apply for this job please visit www.gi-de.com.