Admin & Reception

Job description / Role

Building
1. Open the offices in the morning and lock the front door in the evening.
2. Ensure that the front and rear entrances of the building are clean.
3. Switch on all lights and check cleanliness of the interior, making a record of any poor
levels of cleanliness or any maintenance issues and take necessary steps/action to
remedy.

Telephone System
1. Operate Alert’s switchboard office hours; receiving and transferring telephone
calls, announcing callers, taking brief messages and passing these on via the email
system or connecting callers to staff members personal direct line voicemail.
2. Ensure all voicemail messages to main office number are taken and directed to staff
members. Maintain and ensure that the answer message is appropriate.
3. Report telephone equipment and line faults to the IT Manager.
4. Review and update on a regular basis the staff contact and telephone extension lists.

Reception
1. Greet and welcome visitors to the Offices between Office hours, ensuring they sign
in the visitor’s book and informing the relevant member of staff of their arrival.
2. Monitor and ensure that the reception area is kept tidy and projects a business-like
image.
3. Keep a record of staff and visitors signing in and out of the building.
4. In the event of a fire and/or any other emergency requiring staff to leave the building, to
be responsible for ensuring that the visitors book and staff movement sheets are removed
from Reception and taken to the outside meeting point.
5. Check and sign for deliveries, before informing the relevant member of staff of their
arrival. Deliveries by post or courier will include valuable items (cash, passports). Follow
procedures and ensure security of valuables.
6. Log extension changes and advise all staff accordingly.

Post
1. Process and deliver internal and external mail daily. Check that costs are charged to the
appropriate Programme.
2. Ensure that franking machine is charged and maintained.

Couriers/Taxis
1. On receipt of the appropriate request form, book couriers and taxis on behalf of members
of staff.
2. Process invoices and draw up paperwork to ensure costs are allocated to the relevant
departments.

Staff
1. Collate and update staff lists, overseas offices and contact details regularly.
2. Devise and conduct regular online staff satisfaction surveys and elicit feedback on the
working environment.

Office Services
1. Provide office supplies (Stationery & kitchen supplies) for staff and maintain adequate
stocks; task includes ordering new supplies, identifying new suppliers and obtaining the
best price for Alert.
2. Provide administrative and general support to the Facilities Manager in ensuring
compliance with Health & Safety Regulations.
3. Induct new staff and volunteers in office procedures, Fire Safety and Health & Safety.
4. Process invoices for the team including validating and obtaining authorisation for
payment.

Insurances
1. Administer Alert insurances and arrange additional insurance cover as and when needed
(cash, travel etc).
2. Process and administer all insurance claims and liaise with brokers in chasing
outstanding claims.

Meetings and Events management
1. Provide logistical support to meetings held in the Board Room, to include preparation of
meeting and conference rooms and assist in arrangements for catering provisions

Office Security
1. Issue keys for out of hours working and induct new staff and volunteers in office security
procedures.

Human Resources
1. Collate all volunteer and Intern speculative applications, to include responding to emails.

Other
1. Assist Facilities Manager in research into all aspects of overseas office expansion i.e.
insurance, security, and best practice.
2. Provide support to the Facilities Manager and other members of the Support Services
Team and contribute in other ways to the effective functioning of Alert as required.
3. Contribute to team-wide communications and knowledge management, and participate in
organisation-wide events and discussions on related topics/projects.

Requirements

Female; 25-35 years of age
ANY NATIONALITY ARE WELCOME TO APPLY
Has 1 year experience as Admin/Receptionist in a customer service oriented company in U.A.E
Preferably worked already in a kid's facility, schools and hotels

About the Company

Sands Group:

ISYX Technologies (2011) is one of the fastest growing IT solutions and consulting services provider in the Middle East and Asia. We have been recognized for our work in key domains such as Banking, Financial Services, Travel, Transportation, Logistics, Manufacturing and Retail.

We specialize and have vast experience in the design of ICT infrastructure & information security solutions, IT consulting, business process consulting, BCP-DR solutions, ERP solutions, analytics, enterprise mobility & enterprise management which includes implementation and post implementation support.

Sands International (2013) is a modern age technology driven Distribution Company engaged in distribution of goods and services across the GCC. The organization has in-country stocking and branch offices in UAE, Oman, Bahrain, Qatar, Kuwait and KSA.

Our current business portfolio includes brands in Telecom, IT, Accessories, CE & HA industry. We aim to become brand building Distribution partners for Premium FMCG brands in the GCC within FY2016.

We operate on SAP ECC6 ERP platform and through proven 3PL partners. Our after-sales service is looked after by competent award winning alliance partners. Sands has a dedicated and well qualified sales and marketing team that bring along a rich distribution experience from having worked in the GCC region.

IdeaCrate Edutainment Company (2016) is a multi-faceted company with a vision to create a niche in both Education and Kids Entertainment industry. It is set to revolutionize the ‘edutainment’ and wellbeing offerings to families in the region with its unrivaled range of brands, including their first flagship play center, Orange Wheels, opening in the Spring of 2016, at Al Wahda Mall, Abu Dhabi. Our purpose is to provide delightful experiences to our young patrons from the age of three to twelve and we will go all out to stretch their imagination and creativity.

At Sands Group, we expect all of our employees to be switched on, deeply committed, and self-motivated. To convince us to hire you we need to know that you are thinking non-stop about how you can create innovative concepts, improve practices / projects and problem solve issues with ease. So please be prepared to speak to us with an opened mind.

We also like to hear about how you spend your time in the evenings and weekends. Is there a hobby, passion, or social cause that keeps you going? If you believe you can be part of the team that plays drums, sings a solo, or passionately pursues rock climbing then you have just come to the right place.