This is a role of high importance, as the individual will be representing MENA Energy while welcoming visitors, partners and other stakeholders in the office, but also while answering incoming calls.

Due to that, the individual has to demonstrate excellent communication skills, high work ethics and be a solution finder to improve the effectiveness of the office functioning.

Responsibilities
• General front desk operations: greeting and welcoming visitors and guests, informing concerned employees about visitors, arranging for a drink for them, inviting them to a meeting room etc.,
• Assisting in planning and scheduling meetings and managing meeting rooms booking
• Answering incoming phone calls from customers and suppliers in a professional manner, passing calls on to concerned parties or taking accurate message and passing them on to employees
• Maintaining log of calls received to provide details of incoming and not answered calls to concerned parties
• Sending outgoing as well checking incoming faxes daily and distributing them to a concerned department
• Handling daily emails which are sent to company’s main email address, acting upon them in a timely manner
• Preparing outgoing mails and courier packages, contacting courier companies to arrange for a pick up (Skycom, DHL or other) and preparing invoices. Providing employees with accurate information on the status of all parcels
• Preparing monthly bills (DU, Etisalat, DEWA) in line with deadlines
• Arranging statement of accounts for various supplier (including Skycom among others) on a monthly bases and forwarding them to accounts team to proceed the payment
• Arranging and preparing LPOs when requested by concerned team promptly
• Updating daily employee timesheet and sending it to an HR team by 12:30pm
• Organizing and arranging received daily mails and promptly distributing it to concerned employees.
• Keeping a document registry book and ensuring it is signed properly
• Maintaining office stationery and pantry supplies, arranging stationary and pantry requests as well payments for it
• Collaborating with a publishing company for new business cards print outs
• Assisting an HR Team in a setup of a desk for a new joiners, stationery etc.,
• Coordinating office maintenance repairs in a timely manner
• Providing admin support to the entire office if and when required
• Ensuring the office is clean and tidy at all times, while being in charge of scheduling office cleaners

Specific Measures of Success
• Accuracy of work completed (no mistakes, no miscommunication, no delays in taking messages or passing information)
• Delivery of agreed reports on time with no mistakes (to HR and Accounts Teams)
• The speed of repair of damaged office equipment or office itself (all to be repaired immediately so nobody is affected)
• Good maintenance of: Office Supplies and Pantry Supplies (no items to be out of stock)
• Advising on the most cost effective office and pantry suppliers, making savings and cutting costs