Job closed
Ref: MP450-1262
Job description / Role
Job purpose:
To provide administrative and general support to the Support Services function to the 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.
Requirements
• Must be under family sponsorship.
• Must have reception / admin experience.
• Previous proven experience in booking flights, hotels and understanding visa requirements
• Previous proven experience of general administration, ideally in support office environment
• 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.
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.