Receptionist

The Group HQ Secretary / Receptionist will serve as the first point of contact for Ghrghar Group Headquarters , providing a professional and welcoming experience for visitors, clients, partners, and employees.

The role combines front-desk reception, administrative support, telephone and email management, meeting coordination, document handling, and general office administration . The successful candidate should be highly organized, professional, presentable, and capable of managing multiple responsibilities while maintaining confidentiality.

Key Responsibilities

Position Overview

The Group HQ Secretary / Receptionist will serve as the first point of contact for Ghrghar Group Headquarters , providing a professional and welcoming experience for visitors, clients, partners, and employees.

The role combines front-desk reception, administrative support, telephone and email management, meeting coordination, document handling, and general office administration . The successful candidate should be highly organized, professional, presentable, and capable of managing multiple responsibilities while maintaining confidentiality.

Key Responsibilities

Reception & Front Desk

• Serve as the first point of contact for visitors, clients, business partners, and guests.
• Welcome and professionally assist visitors upon arrival.
• Manage visitor registration and notify relevant employees of arrivals.
• Answer, screen, and direct incoming telephone calls.
• Receive and distribute incoming correspondence, courier deliveries, and documents.
• Maintain a clean, organized, and professional reception area.
• Coordinate visitor access and meeting room arrangements.

Administrative Support

• Provide day-to-day administrative support to Group Headquarters and management.
• Prepare, format, organize, and maintain documents, reports, letters, and correspondence.
• Handle general office correspondence and administrative requests.
• Maintain organized physical and digital filing systems.
• Assist with preparing presentations, meeting documents, and internal communications.
• Maintain office supplies and coordinate replenishment when required.
• Assist with administrative purchases and office-related requirements.

Meeting & Calendar Coordination

• Schedule and coordinate meetings for management and departments.
• Manage meeting room bookings and ensure rooms are prepared before meetings.
• Coordinate refreshments, equipment, and other meeting requirements.
• Prepare meeting agendas, documents, and materials when required.
• Assist with coordinating appointments and visits from external parties.

Communication

• Manage general reception and office email communications.
• Respond to routine inquiries professionally and direct requests to the appropriate department.
• Maintain professional communication with clients, suppliers, government entities, and business partners.
• Ensure important messages and correspondence are promptly communicated to the relevant personnel.

Management Support

• Provide secretarial and administrative assistance to senior management when required.
• Assist with scheduling appointments and coordinating management activities.
• Prepare and organize documents required by management.
• Maintain confidentiality of sensitive company and management information.
• Follow up on administrative tasks and requests on behalf of management.

Office Coordination

• Coordinate with building management, maintenance, security, cleaning, and other office service providers.
• Monitor general office requirements and report issues to the appropriate department.
• Assist with employee and visitor access arrangements.
• Support the organization of company events, meetings, and internal activities.
• Maintain records of office-related services, suppliers, and requests.

Document & Record Management

• Maintain accurate filing systems for company documents and correspondence.
• Track incoming and outgoing documents where required.
• Assist with document scanning, printing, copying, and archiving.
• Ensure confidential documents are handled appropriately.
• Maintain organized records for easy retrieval.

Required Qualifications & Experience

• Bachelor's degree or diploma in Business Administration, Office Administration, Secretarial Studies, or a related field preferred.
• 2–4 years of experience in reception, secretarial, administrative, or office coordination roles.
• Previous experience in a corporate or Group Headquarters environment is an advantage.
• Excellent verbal and written communication skills in English.
• Arabic language skills are an advantage.
• Strong knowledge of Microsoft Office, Google Workspace, email, calendars, and general office software.
• Professional telephone and customer service skills.
• Excellent organizational and time-management abilities.

Personal Attributes

• Professional, polished, and well-presented.
• Friendly and welcoming personality.
• Highly organized and detail-oriented.
• Reliable and punctual.
• Strong communication and interpersonal skills.
• Able to multitask and prioritize effectively.
• Discreet and trustworthy when handling confidential information.
• Proactive and capable of working independently.
• Calm and professional under pressure.
• Strong attention to detail and follow-through.

Key Performance Expectations

• The successful candidate will be expected to maintain a professional, organized, and welcoming Group Headquarters environment, ensure visitors and communications are handled efficiently, provide reliable administrative support to management, and ensure day-to-day reception and office coordination run smoothly.

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