Receptionist HR Adminiatrator - Dubai, United Arab Emirates - Knight Frank Dubai

Description

• First point of contact for theorganization, coordinating all front desk and officeactivities.
• Perform administrative duties suchas conducting research, updating and maintaining databases,preparing company forms and maintaining confidential files in atimely manner.
• Work with People team toadminister the onboarding process including collection,verification and processing of employee paperwork, visas andmedical insurance.
• Coordinate with otherdepartments as required to facilitate People processes and ensurecompliance with company policies and localregulations.
• Type, format, and production ofdocuments such as correspondence, proposals, presentations, andstandard reports.
• Receives and directs incomingcalls to appropriate personnel andvoicemail.
• Responds promptly with accurate andthorough information according to the specific requests fromemployees, and visitors.
• Greets and announcesclients, applicants and visitors.
• Followssecurity procedures for recording guests, suppliers and othervisitors.
• Arranges escorts asneeded.
• Issues visitor passes and validatesparking.
• Assists with scheduling and preparingmeeting and conference rooms.
• Coordinates setupof conference/meetings rooms with OfficeAttendant.
• Arranges for and reserves projectorsand other meeting equipment, ensuring equipment is in goodoperating condition.
• Arranges video and/or webconferencing as needed.
• Coordinates cateringfor meeting and events. May negotiate pricing and menus. Securesapprovals for catering expenses and reviews invoices to arrangebilling to appropriate department or businessunit.
• Performs general clerical dutiesassociated with distributing office faxes, packages and mail asrequired.
• Uses tracking systems to recordinbound and outbound courier, freight andmail.
• Meters mail.
• Arrangesmessenger service as needed.
• Follows locationsecurity procedures for screening inbounddeliveries.
• Orders office supplies and othercommon use items for the location, such as cafésupplies, equipment toner, printer paper, freight and shippingsupplies etc.
• Maintains neat appearancereception area, conference rooms, café and other commonareas in coordination with OfficeAttendant.
• Requests building and housekeepingservices as needed.
• Periodically inspectscommon area equipment to ensure good operating condition. Arrangesequipment service as needed.
• Maintains recordsand logs of service requests and tracks theirstatus.
• Maintains a file of services includingtransportation sources, accommodations, and referralcontacts.
• May arrange travel and hospitalityservices for employees and guests such as transportation, tickets,reservations, etc.
• Performs other duties asassigned.