Receptionist and General Administrator - Dubai, United Arab Emirates - Hunting Group

Description

Posted:15/05/2024 15:36
Start Date:
Not Available
Salary:DOE
Location:Dubai, UAE
Level:Experienced
Deadline:23/05/2024 23:59
Hours:40.00
Benefits:Competitive
Job Type:Fixed Term - Full Time


Job Title:
Receptionist and General Administrator

Reporting to:
Finance Manager**
Nature of the Position: Fixed Term - Full Time

Location:
Dubai, UAE

Role Overview:

The Receptionist and General Administrator will be responsible for all reception duties, supporting all departments within the Dubai facility.


Key Responsibilities:

• General reception duties greeting all visitors and welcoming them to the Dubai facility in a professional and friendly manner; maintaining visitor logbook; operating switchboard and directing calls to the relevant personnel, taking messages and ensuring they are passed to the appropriate staff member in time.
• Ensuring all external visitors are given a short Health & Safety briefing upon arrival.
• Liaising with OSC /JAFZA to arrange gate passes for visitors and other administrative matters as required.
• Licensing and other registrations related to the entity.
• Managing/distributing incoming mail and organising courier service for outgoing mail.
• Making business flight and hotel bookings for staff and visitors and keeping log of travel to higher risk countries for insurance purposes.
• Purchasing of office supplies and equipment stationery, groceries etc.
• Maintaining a tidy meeting room and ensuring refreshments are available for external visitors.
• Assisting with basic HR record keeping and printing on vendor invoices.
• Assisting with basic Logistics tasks and Customs record keeping.
• Completing all paperwork required for new employees (visa, JAFZA pass, Emirates ID, new computer user etc.).
• Monitoring visa and gate pass expiry dates for employees and ensuring they are renewed before they expire.
• Typing of letters and other administrative duties as required.
• Treating sensitive information with appropriate levels of confidentiality.
• Coordinating with 3rd party IT contractor and admin contractors to schedule visits as required.
• Maintaining register of IT equipment for the Dubai facility and physical verification of office equipment periodically.

Qualifications/Skills and Experience:


Essential

• High School or diploma level education
• Previous experience in a customer facing role
• Excellent working knowledge of Microsoft Office programmes
• Highly proficient in spoken and written English

Desirable

• Knowledge and experience of an ERP system, ideally Microsoft AX or Dynamics 36
• Full Driving Licence

Personal Qualities

• Excellent communication (both written and oral), influencing and interpersonal skills
• High degree of commercial acumen
• Highly professional conduct
• Strong time management and organisational skills
• Ability to work as part of a team

**Closing Date: 23 May 2024