Office Executive / Receptionist

BAC Middle East

Dubai, UAE

Ref: MP450-1326

Job description / Role

Employment: Full Time

Job purpose:
To provide administrative and general support to the Support Services function to the CMO head office and reception area.

Key responsibilities and accountabilities:
• Provide front of house service, namely meet and greet of visitors, clients, staff and accepting and record incoming telephone enquiries while taking clients details accurately. Assist with setting up the group room for meetings and other events and refreshments.
• Open, sort and distribute post internally. Manage and arrange outbound & inbound courier addresses and services, and pass on and track airway bills.
• Maintain, purchase, distribute office supplies including stationery, kitchen & bathroom facilities products, at all times monitor consumption and cost.
• Maintain office and meeting room tidiness and upkeep. Liaise with maintenance facility providers and other suppliers such as insurance company, utility providers, fit out company, landlord etc.
• Provide administrative support to all departments in respect of preparing diverse documents (letters, email, notices, etc.) ensuring they are being filed and archived correctly and including scanning/inputting/attachment of invoices onto accounting system and ensuring proper record keeping.
• Arrange travel requirements in line with Group Travel Procedure, including price comparisons for all global staff business trips including transport, hotels and visas as well as maintaining travel records and checking invoices.
• Update, compare, monitor and send expiry reminders for annual employee flights from recorded start dates.
• Maintain holiday / sickness / absent records for all staff in Dubai office in VERA, Dubai calendar and the out of office excel.
• Organise, coordinate and facilitate Dubai office corporate gifts and monitor distribution to office staff.

Salary:
AED 9000 per month inclusive of fixed allowances.

Requirements

Experience/Knowledge Required:

• Previous proven experience in booking flights, hotels and understanding visa requirements
• Previous proven experience of general administration, ideally in support office environment

Qualifications/Professional memberships:

Core Competencies:

Customer Focus - (internal & external relationships)

• Ensures that the Group/department delivers high quality products and services (external &/or internally).
• Promotes and maintains a strong network of external customers.
• Understands/ manages internal customer relationships/ partnerships.

Operational Skills

• Demonstrates a risk-management & safety awareness mindset.
• Ensures that the Group/department applies appropriate risk-management procedures.
• Communicates accurately and clearly.

Results Driven

• Sets challenging goals for self.
• Anticipates problems and makes corrections.
• Does not give up when meeting setbacks.

Self Management

• Shows awareness of personal strengths and development needs.
• Has an open, non threatened attitude to feedback.
• Demonstrates a strong personal integrity.
• Shows personal courage, focus and enthusiasm.
• Maintains emotional composure during times of stress, pressure of disagreement.
• Attention to detail.

Core Competencies:

Professional & Personal Skills

• Has solid understanding of the business.
• Displays professional expertise.
• Self-driven individual who shows the ability to prioritise, with a clear focus on high quality and the Group.
• Ability to work in a time pressured environment.
• Ability to get on with others and be a key team-player with a flexible approach.

IT Skills

• MS Outlook
• MS Office
• MS Excel
• Telephone system
• Sharepoint
• Ability to learn VERA and Citrix

Please note this job description and person specification do not claim to be exhaustive in the duties and capabilities they define and may to some extent change from time to time. This document will be reviewed during the appraisal and any adjustments, where appropriate, will be made formally via your line manager. It will also be used to help to identify any development needs.

About the Company

BAC Middle East - the longest established professional recruitment consultancy in the UAE. Established in 1979, we have been at the forefront of the region's recruitment industry for 40 years and were the first firm of our type in the world to achieve ISO9001 certification: a reflection of our constant emphasis on quality and customer satisfaction.

With our well-developed infrastructure and staff strength, we are able to assist you with recruitment needs ranging from junior professionals through to middle and senior management, whatever your industry sector.

BAC's proven regional experience and resources can help ensure that you recruit the best available candidates and enjoy the many advantages of a managed recruitment process.

Get personalised updates on latest vacancies
Job Alerts by Email
  • Personalised updates on latest career opportunities
  • Insights on hiring and employment activity in your industry
  • Typically sent twice a month
Receptionist salaries in UAE

Average monthly compensation
AED 4,000

Breakdown available for industries, cities and years of experience