Receptionist & Administration Assistant
- Ipsen
- Dubai - United Arab Emirates
وصف الوظيفة
Greeting visitors with a smile, helping them navigate to a meeting room and arranging with office girl to offer them with selected beverages as they wait.
- Visitors to MEA Office - local management of booking meeting rooms, food & beverages, etc.
- Support any new joiner with office & IT equipment’s, access cards etc.
- Sending couriers in a timely manner.
- Monitoring and providing clear instructions and guidance to office girl for office cleaning, securing building permits etc.
- Order stationery and kitchen supplies as and when required.
- Ensures that all emergency and firefighting equipment’s are serviced at regular intervals as per Dubai Civil Defense regulations.
- Arranges & tracks the maintenance & filter cleaning of air cons inside office are scheduled every quarter.
- Creation of purchase orders, new vendor addition, confidentiality agreements, vendor contracts etc. are done in a timely manner.
- Work with our internal systems such as K2, Ariba, Adobe Sign, etc.
- Organize and maintain a comprehensive, accurate, up-to-date electronic and paper filing system.
- Prepare all documents such as internal approval forms, speaker contracts for external HCP meetings.
- Archive all meeting documents & approvals efficiently and effectively for audit purposes.
- Booking and arranging travel, transport and accommodation in line with Ipsen T&E policy.
- Prepare internal letters such as NOC for travel as and when required.
- To complete all the activities or projects within the framework and in compliance with Ipsen SOPs and company policies.
- Ensures delivery of day-to-day administrative activities
- Plans, organizes, and schedules own workload so that all activities are completed accurately and on time.
- Handle any other project or ad hoc activity as and when they arise.
