Receptionist

Job description / Role

Purpose:
- To provide reception and business support services to ensure the smooth running of the Company
- Assist in any administration tasks.

Main responsibilities:
- Operating telephone switchboard to answer, screen, or forwards calls, providing information, taking messages
- Meet and greet clients, candidates, suppliers and individuals with general enquiries in person and on the phone in a professional manner and in keeping with Executive Solutions brand. Take full details, notify staff of visitor arrivals in a timely fashion and provide refreshments for visitors
- Sort Company incoming post and distribute to individuals.
- Coordinate, track and manage inbound and outbound courier services
- Ensure reception, board room and common areas are presentable, clean and set up for meetings as appropriate
- Take pantry and stationary stock checks, gain approval from Operations Manager and / or Director and coordinate with suppliers making timely purchases to ensure stock is always readily available
- Keep office calendar with Board Room meeting requests

Administration Duties:
- Arrange candidate meetings for interview
- Draft induction plans and conduct reference checks for new joiners
- Coordinate with Finance & Operations Manager for on boarding (new joiner checklist , seating and stationery arrangements, visa coordination )and off boarding (prepares final settlement document and clearance form)
- Liaise with Medical Insurance on addition of new joiners and deletion of leavers
- Maintain Petty Cash and keeps accurate and timely Petty Cash records
- Generate receipt vouchers for cheques received and coordinate collections in a timely basis
- Assist in the releasing of cheques to suppliers
- Maintain accurate and timely filing of documents
- Process leave applications by receiving the same from employees, acquiring the required sign-offs and approvals, create calendar requests and ensure that leave tracker is updated for payroll purposes
- Generate HR related records like Leave trackers, birthday and visa renewal, medical insurance records, Employee letters, contracts etc.
- Coordinate with PRO for all visa related activities
- Coordinate with travel agency on hotel and flight bookings
- Manage the daily schedule of the driver
- Organize and support Operations Manager for office events
- Updating internal software database (training will be provided)
- Liaising with staff and external contacts for business requirements.
- Organizing and storing paperwork, documents and computer-based information; photocopying and printing various documents, sometimes on behalf of other colleagues;
- Support Management as and when required.

Requirements

Must have exposure to the following:
- Front desk
- Answering phones
- Good English command both oral and written
- Proficient in Ms Office, word & Excel
- Booking Appointments

Gender Preference: Female
Nationality Preference: Filipino / Indian
Soft Skills and Personality traits: Friendly and Cheerful Disposition, highly organized and systematic, with proactive approach.
Nature and length of previous experience: 3-5 years experience.

About the Company

Executive Solutions is a different breed of talent consultancy. Driven by a unique philosophy, we think differently and act differently from the pack. Were here to do one thing: to improve our clients businesses by finding, focusing and delivering the most talented people.

We dont just do traditional contingency recruitment. Discovering talent is much more than just matching a CV to a vacancy - its about understanding companys corporate culture and ensuring a comprehensive match. We believe that in order to find the right candidate we must understand the motivations and ambitions of senior management, which is reflected in our personal approach when partnering with a client.

Executive Solutions is your trusted talent solutions partner head quartered in Dubai, specialising in direct talent, tailored talent and HR talent solutions, along with Nationalisation initiatives throughout the Middle East. Driven by a unique philosophy, we incorporate innovative and comprehensive talent management solutions each tailored to suit what our clients need.