| Receptionist | |
| Manpower Professional Dubai, UAE Ref: HP647-568 |
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The RoleThe RoleOur client, a multi national financial services company is urgently seeking to recruit an experienced Receptionist reporting to the Office Manager. The successful candidate is required to start by December 2011. Purpose: To provide first point of contact services for Clients, employees and other stakeholders who contact the Dubai office. To provide administrative support, in conjunction with the Admin team, within the Middle East hub to ensure the smooth and effective running of the office. Principle Responsibilities/Key Results Area: Reception / Switchboard Greeting all visitors with a polite and professional manner and ensuring they are connected with the appropriate person; Offering refreshments when appropriate; Receiving all incoming telephone calls in a professional and efficient manner; taking their details, sharing the details of the call with staff and transferring the call if appropriate; Coordinate the meeting room booking system, including catering for in-house meetings and the setting up of equipment; Organize telephone message changes; Coordinate for maintenance of office telephone systems; Assist with updating phone lists, contingency lists, etc.; Keep reception area tidy and professional at all times. Travel To be the back up person providing comprehensive business travel bookings for staff; Reserving flights; Booking accommodation all per companys T&E policy; Organising entry visas; To manage the weekly staff away planner. Administration Keep track of all incoming and out going mail both internal & external; Assist with accounts by consolidating invoices before they are cleared for payment (ie DHL, Aramex); Process all courier packages; Assist new staff with stationary, access passes, etc; Assist with corporate events; Corporate Events and Forums (administration) Organising flights, accommodation, sending out invitations, assisting with visas; Maintain an accurate log of incoming deliveries for the office that are to be stored, regular check on stock quantities; Manage all mail, fax transmissions and courier items, ensuring timely distribution; Maintain the projector and banner booking system; Ensure any maintenance issues are dealt with in a timely manner; Maintain in-house catering & stationery supplies; Assist with the daily administration including filing, mail merges etc to ensure the office runs effectively and efficiently; General support to OM & AOM; To ensure, in conjunction with the administration staff, that Health and Safety regulations are adhered to; Assist the PA to the GM with Events, sending out emails and contacting guests; Assisting Business Development with adhoc admin i.e. Updating contact list, corporate events. Security Responsible for ensuring all visitors sign into the Visitor Book and sign out before leaving; Ensure the safekeeping of the visitor book and take this out of the office in the case of an emergency evacuation (fire etc); Use the staff list and visitor book to ensure full evacuation of office in case of emergency; As with all positions within the company CEMEA, the jobholder is responsible for the physical security of the Dubai Office. Teamwork Actively contribute to the effectiveness of the team by supporting and co-operating with colleagues and providing cover during period of absence. Flexible to liaise with various functions both within the client's office and externally to deliver ad hoc projects; Assist with general administration duties. Strategic Nature, Management Accountability, & Scope The Receptionist in Dubai will play a critical role in supporting the sub regional offices in Saudi Arabia, Jordan, Lebanon & Pakistan with regards to various coordination requiremetns. Decision Making & Complexity Coordinate and manage escalation support process for MENA office related issues; Administrative policies and procedures along with sound judgement will dictate routine problem solving and recommendations. Reporting Relationships & Interactions This position reports to the Office Manager based in Dubai and works closely with the an admin team of 6 staff, in a busy office of approximately 55 and growing. You will be required interact effectively with various levels of staff and management within the organisation. Strong interpersonal skills are required to address on-going needs of a complex, matrix organisation. |
RequirementsRequirementsKey Competencies Required: Excellent written and verbal communication skills; Strong interpersonal skills with the ability to communicate well with colleagues, senior management and customers; Ability to recognize potential issues as they arise and escalate appropriately; Strong administration and analytical skills; Excellent organizational skills; Able to work independently and manage multiple tasks simultaneously in a changing environment with a high degree of accuracy; Ability work and thrive in a fast paced and dynamic environment; Self-motivated and able to use own initiative; Strong PC skills and high proficiency with Microsoft Office Suite products (Excel, Word, and PowerPoint). Must be experienced in office administration/secretarial experience; Fluency in English is a must; Creative, innovative and dedicated self-starter, organized and multi-tasking; Experienced in working in a team environment; Excellent, written, verbal communication and inter-personal skills; Knowledge of the Gulf region and cultural differences; Team work & collaboration; Customer focused, both internal and external, with the ability to build effective organisational relationships; This position requires demonstrated ability to handle multi-tasks at simultaneously, ability to work collaboratively across functions; Attested administrative and educational qualifications. Preferred Experience (education, skills - professional/technical/business) Results focused, and organizes and works to achieve business goals that are aligned with the company's strategy; Financial industry knowledge and an understanding of the financial businesses are a plus; Previous experience in a reputable multinational company; Fluency in Arabic is preferred; Attested university degree |
About the CompanyAbout the CompanyManpower Professional, a division of Manpower Inc., offers comprehensive, expert recruitment services backed by award winning training, assessment and selection and outsourcing. Our extensive resources, world-class client list, and reputation attract a diverse group of talented candidates, with every level of education, skills and experience. Manpower Professional helps find and retain top people in IT, accounting, banking, finance, engineering, Sales and marketing. |
This Position is closed or expired
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