Receptionist- KSA

Position Title:

Receptionist

Reports to Administratively

Office Coordinator

Reports to Functionally

Office Coordinator

Purpose of Position

Provide general reception operations and administrative services for all colleagues. Back up Office Assistant regarding office maintenance, printing/binding and ordering office supplies when required.

Primary Functions and Responsibilities:

• Daily opening of reception area and meeting rooms with checks to ensure everything is presented neatly and professionally
• Coordinate all aspects related to meeting room bookings. Use initiative to resolve scheduling issues, ensure meeting room set up is complete and liaise with Office Assistant for refreshments etc.
• Order catering for meetings, research and negotiate rates with new suppliers
• Address all incoming emails appropriately, with special attention to incoming RFP’s
• Greet and announce visitors promptly and professionally (on phone or in person)
• Visit client sites, receiving/delivering documents
• Business card ordering
• Coordinate taxi requests
• Oversee incoming and outgoing mail/couriers, check courier invoices against airway bills and notify payroll of any deductions for personal deliveries
• Monitor and update client registration sites upon request
• Oversee allocation of parking spaces and liaise with security for activation and deactivation of cards
• Check departing employees return all necessary items to Reception by coordinating with the Office Coordinator
• Daily closing of reception area ensuring the office is safe and secure
• Update Reception handbook as and when necessary
• Understand and follow emergency procedures
• Support ad hoc requests from other departments/teams as required as part of the Office Services Administration Team

Additional Functions
and Responsibilities:

• Provide support/cover for other Office Services colleagues in their absence and as required
• Provide production support from time to time (printing, binding etc.)

Communication Skills

• Strong interpersonal skills; friendly, professional; able to interact effectively at all levels
• Excellent telephone etiquette
• Ability to handle challenging callers gracefully 
• Excellent follow-up skills; take accurate messages and deliver them quickly
• Take ownership of caller’s requests; actively seek appropriate person to refer callers
• Flexible and team player

Technical Skills

Working knowledge of Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)

Education

High school diploma minimum

Previous Experience

2-3 years previous Reception or Customer Service experience required

Other Requirements

• Excellent English skills. Arabic preferable 
• Flexibility with regards to working hours; ability to adjust schedule and work overtime when necessary
• Smart, professional appearance at all times