Receptionist

Job description / Role

Job Purpose

This position exists to perform the daily administration services tasks efficiently, in timely manner and quality standards as per the defined policies and procedures to achieve departmental operational plans and developments.

Key Accountability Areas
- Welcome visitors in reception area & coordinate with hosting party to receive the visitors in related building.
- Ensure meeting rooms readiness for daily operational usage.
- Monitor reservations and manage/modify meeting room's schedule through outlook to correct any mistake or duplication if any.
- -Maintain the meeting rooms as per alfanar standard before and during the meeting.
- Ensure that meeting rooms, pantry areas, prayers area and toilets are locked out of official working hours (except for 1 toilet & 1 pantry area in each building)
- Monitor resource utilization of housekeeping & hospitality activities through housekeeping procedure & Hospitality Procedure.
- Keep empty vacant offices locked until official allocation of those offices is performed.
- Keep a copy of all office's keys in a safe place.
- Perform daily routine check for the entire building to ensure sustainability of all services within the building.
- Report to concerned party any observation/incident related to building maintenance to perform the needed action.
- Receive/distribute all correspondence from/to the concerned parties and maintain softcopy records covering date, type, sender, receiver, location for all received/sent documents.
- Provide Fax service to concerned employee when needed.
- Request for required materials whether for housekeeping, hospitality or building services requirements for both regular and on-demand activities/services.
- Register / remove / update employees fingerprint prints on punch machines when required.
- Manage drinking water service for staff employees as per Managing Staff Employee Drinking Water Procedure
- Address / Handle / interfere whenever there are noises or disturbance affecting the daily operation atmosphere in the building.
- Provide the needed support to address any observation, incident or request related to building services raised by employees.
Furniture Management:
- Ensure that all furniture assets are tagged (through Accounts) as per alfanar asset management procedure.
- Trace all building assets every 6 months and ensure they are assigned to the proper area.
- Perform yearly inventory stock taking for all building furniture, in case of discrepancy then report discrepancy to central admin.
- Monitor all furniture status and in case of damaged furniture:
- Coordinate with furniture maintenance team to perform the needed repair.
- or in case the furniture is not repairable
- Initiate a scrap note and store all the scrap items in a safe place until the scrapping process is finalized.
- All assets transfer, or movements should be initiated through related "Asset Transfer Request" on the related system to reflect the asset transfer on system.
- For the furniture requirements received from business unit, validate the request then issue the business unit the needed furniture in case available. Otherwise, coordinate with central admin for the acquiring of new furniture.

Role Accountability

HR Proficiency:
- Ability to obtain updated soft and technical skills related to the job
- To have a vision and a plan for the career path and how to achieve it.

Delivery:
- Perform the planned activities to meet the operational and development targets as per delivery schedules.
- Utilize resources effectively to achieve objectives within efficient cost and time.
- Provide a periodic report formatted by detailing the deviation and execution of planned tasks.

Problem-Solving:
- Solve any related problems arise and escalate any complex operational issues.

Quality:
- Ensure quality requirements to develop effective quality control and processes including specifications for products or processes or related activities.

Business Process Improvements:
- Coordinate well-defined written systems, policies, procedures, and seek automations opportunities as much as possible.

Compliance:
- Comply to related policy and procedures and work instructions.

Health, Safety, and Environment:
- Ensure compliance of relevant safety, quality, and environmental management procedures and controls within defined area of work activity to guarantee safety, legislative compliance, and delivery of high-quality products/services.

Academic Qualification
- Diploma Degree in Administration Institute

Work Experience
- Fresher - 0-2 years

Technical / Functional Competencies
- Work Order Management
- Ad Hoc Reporting
- Clerical Documentation Standards and Procedures
- Document Management
- Document Preparation
- General Inventory Management
- General Invoice Processing

About the Company

alfanar builds efficient energy systems & solutions of the present and sets up infrastructures for a brighter future.

We assist utility sector partners & customers in transforming cities into sustainable, habitable, and inclusive Smart Cities by harnessing renewable energy resources from wind, solar, and waste heat energy. Promoting the transition to a sustainable eco-conscious future.

Using world-class technologies, we develop unrivaled quality electrical solutions & products from our manufacturing facilities, to solve the world’s major energy challenges and make the world a better viable place.

Diligence, Efficiency, and Innovation are the key criteria our teams adopt in order to continuously provide effective solutions. We’re constantly equipping our teams with the tools they need to expand their horizons and reach higher grounds.

Being in an ever-changing environment with a crucial impact on their surroundings, our employees are nurtured to become keen thinkers with highly refined skills and a consistent outlook on the future, working together on finding the next big innovation.