Receptionist

We are currently recruiting for a Receptionist for the trusted client to be based out of their office in Dubai.

Role Purpose

This position is responsible for providing and supervising a variety of administrative services including but not limited to: office supply, equipment, and inventory procurement and management; mail and messenger services; records management; cleaning and maintenance services; facilities management; reception and communication systems; and security services; and staff support services. Using advanced skills and knowledge gained through training and experience, act as the first point of engagement with employees and visitors. Provides support for reception and guest services, mail services, phone, meeting rooms and location services.

Responsibilities

• Maintain switchboard, meet and greet clients, receive and track deliveries (all types of hand deliveries including mail and courier which get registered in a log and tracked till the collection).
• Upkeep of reception area and meeting rooms before and after meetings, catering requests for client related meeting schedules.
• Schedules and maintains calendar of appointments, meetings and travel itineraries, and coordinates related arrangements.
• Facility Coordination for the upkeep of office (daily facility inspection to identify any issues, schedule of maintenance call‑outs for maintenance based on urgency and impact to internal clients, communicate to employees on any upcoming maintenance with possible impact, attend to site out of office hours as and when required as the first escalation point).
• Manage suppliers (meeting suppliers and addressing any performance issues, agree on an action plan when needed) and contracts (maintain a spreadsheet with all active contracts, ensure renewal is done on a timely basis while reviewing options and alternative vendors to ensure the best fit vendor for the services against local market price).
• Administrative support for Archiving and Records Management to internal clients (RIM local administrator with the responsibility to review and control box submissions and retrievals, ensure that retrieved boxes are returned to the off‑site facility).
• Administrative Control of branch cost and accounts (admin and control of GBSS petty cash including reconciliation of bills on weekly and monthly basis, track branch expenses on an Excel sheet, Local Purchase Orders for the Branch invoice process and scan, preparation of weekly LPOS (stationery, toner, pantry)).
• Coverage VC administration and onsite support with coordination with GMS bridge team (make the request, update the tracking sheet, set up any specific requirements in the room as well as AV set up for meeting rooms, coordinate simple moves with IT and vendors, update GBSS CAD space and occupancy reports on a monthly basis and post‑execution of moves and changes).
• Branch Health and Safety Coordinator (update evacuation plans for the branch, organize fire drills, ensure that evacuation marshals and first aiders are trained with valid certification, attend to all employee health and safety requests such as ergonomic chairs and desks, desk assessments).
• Management of New joiners and Leavers Process from GBSS perspective (allocate desks, supply basic stationery, CS building access, parking access, including facility orientation; for leavers, ensure termination of CS and parking access as directed by HR, coordinate with business to ensure that leavers client related documents are managed).
• Translation support English to Arabic and vice versa as and when needed for internal documents and business cards.
• Support GBSS regional management in any project or task assigned.
• First point of contact for any emergencies or incidents.
• Support as a partial coverage person for the Sr. Facility Manager onsite.
• Carried out special projects and assignments as requested.
• May be responsible for coordination/planning and execution of special events and conferences for client, department and/or office events.
• May participate in communicating new program(s) to employees.
• Support line and senior management with any other required tasks or actions to deliver successful services on the account.

Qualifications & Skills

• HS Diploma or GED required.
• Prior Front Desk, Concierge, customer service or other hospitality experience preferred.
• Ability to comprehend and interpret instructions, short correspondence, and memos and ask clarifying questions to ensure understanding.
• Ability to write routine reports and correspondence.
• Ability to respond to common inquiries or complaints from clients, co‑workers, and/or supervisor with a strong, professional customer service orientation.
• Arabic speaking, reading, and writing a must.
• Ability to understand and carry out general instructions in standard situations.
• Ability to solve problems in standard situations.
• Requires basic analytical skills.
• Intermediate skills with Microsoft Office Suite.
• Ability to work flexible work schedules based on office needs.

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