Administrative Receptionist

Candidates are welcome who can fulfill belowAge: Between 25-35 years oldEducation Level: University graduate for equivalent subjects Experience: 2-3 years experience in similar position in DubaiNationaonality: FilipinoGender: FemaleVisa Status: Not Expired; At least 3 months validReady to work ImmediatelySalary: AED 3,000Responsibilities:1. Provide office support services in order to ensure efficiency and effectiveness within the Head OfficeMain Activities•Receive, direct and relay telephone messages and fax messages•Direct the First Nations Members and the general public to the appropriate staff member•Pick up and deliver the mail•Open and date stamp all general correspondence•Maintain the general filing system and file all correspondence•Assist in the planning and preparation of meetings, conferences and conference telephone calls•Make preparations for Council and committee meetings•Maintain an adequate inventory of office supplies•Respond to public inquiries•Provide word-processing and secretarial support2. Perform clerical duties in order to maintain head office administrationMain Activities•Develop and maintain a current and accurate filing system•Monitor the use of supplies and equipment•Coordinate the repair and maintenance of office equipment3. Performs receptionist functionsMain Activities•Answer all incoming calls and handle caller’s inquiries whenever possible•Re-direct calls as appropriate and take adequate messages when required•Greet, assist and/or direct students, visitors and the general public4. Support the Managing Director and other staffMain Activities•Assist the Managing Director and other staff as requested•Provide administrative services for the Managing Director5. Support services to Managing Director and the managers and or clients, suppliers and guests visiting the head officeMain Activities•Welcoming the guests visiting the head office•Asking and serving drinks upon requests•Tidying up the meeting rooms after the meetings over.6. Public Communications, Marketing related Communications Main Activities•Progressive works such as: Conferences, Exhibitions, Fairs the company attends, preparation of all documentaries required and reporting the status of the progress to Marketing Manager.•Coordination of branch offices regarding Marketing Activities and reporting to Marketing Manager. •Coordination with the contractors for stand build-ups, reporting the status of the progress to Marketing Manager.•Marketing related documentaries for company brand, such as catalogues, pop-ups, roll-ups, banners coordination with suppliers and reports to Marketing Manager.7. Human ResourcesMain Activities•Maintaining Employee files, after preparing the documentaries.•Recording and filing each HR related correspondences into each related employee files.•Working together with Office Clerk Assistant upon requests for DMCC, Insurance, Health, Medical and so on related documents Preparations/ Cancellations and maintain and recording properly.8. Working closely with the execution and operation team to ensure excellent customer service.•Working closely with the Logistics team to ensure excellent customer service.9. Perform other related duties as requiredKNOWLEDGE, SKILLS AND ABILITIES(The knowledge, skills and attitudes required for satisfactory job performance)KnowledgeThe incumbent must have proficient knowledge in the following areas:•office administration•an understanding of relevant legislation, policies and procedures•an understanding of the multi-cultural and political environmentSkillsThe incumbent must demonstrate the following skills:•team building•analytical and problem solving skills•decision making skills•effective verbal and listening communications skills•computer skills including the ability to spreadsheet and word-processing programs at a highly proficient level•stress management skills•time management skillsPersonal AttributesThe incumbent must demonstrate the following personal attributes:•be honest and trustworthy•be respectful•possess cultural awareness and sensitivity•be flexible•demonstrate sound work ethicsThe Receptionist would normally attain the required knowledge, skills and attitudes through completion of an office procedures course combined with related experience. Equivalencies will be considered.

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