Receptionist/Administrative Assistant

Job summery:

The Receptionist/Administrative Assistant is responsible for providing comprehensive support to the HR and administrative functions of the organization. They will serve as the primary point of contact for guests, visitors, and employees, ensuring a professional and welcoming environment. Additionally, they will assist the management team and other staff with a wide range of administrative tasks, including scheduling, data entry, document management, and general office support. The Receptionist/Administrative Assistant plays a crucial role in maintaining the smooth and efficient operation of the office.

Key Responsibilities:

• Greet and welcome guests, visitors, and employees in a friendly and professional manner, providing a professional positive first impression of the organization.
• Manage the reception area, including answering incoming phone calls, routing inquiries, and taking messages as needed.
• Maintain a welcoming and organized reception area, ensuring the space is clean, tidy, and well-stocked with necessary supplies.
• Provide administrative support to the management team and other staff, including scheduling meetings, managing calendars, and coordinating travel arrangements .
• Assist with various clerical tasks, such as data entry, filing, photocopying, scanning, and document preparation.
• Process incoming and outgoing mail, packages, and deliveries, ensuring timely distribution.
• Maintain and organize office supplies, equipment, and inventory, placing orders as necessary.
• Coordinate with facility management and IT support to report and resolve any issues or concerns.
• Contribute to the development and implementation of office policies, procedures, and best practices.
• Assist with special projects and other ad-hoc tasks as assigned by the management team.
• Uphold the organization's brand, image, and customer service standards in all interactions.
• Participate in team meetings by taking meeting minutes and collaborate with colleagues to improve office operations.
• Maintain confidentiality and exercise discretion when handling sensitive information.
• Acting as a Personal assistant for the Country Manager and HR Country Manager in scheduling meetings, running errands, assisting in day-to-day operations.
• Assist in the employees onboarding from the administrative side.
• Supervise the support staff in the administration department.
  
  
  

Requirements:

• Bachelor's Degree in Business Administration or any relevant field.
• Preferred previous experience in a receptionist, administrative assistant, or customer service role. However, previous experience is not a must only in case the person has exemplary soft skills.
• Excellent interpersonal and communication skills, with the ability to engage with a diverse range of stakeholders.
• Strong organizational and time management skills, with the ability to prioritize tasks and manage multiple responsibilities in parallel.
• Proficient in the use of office equipment, such as phones, copiers, and printers, as well as various software applications. (e.g., Microsoft Office Suite)
• Adaptable and comfortable with change, with a demonstrated ability to learn new systems and technologies.
• Attention to detail and a commitment to accuracy in all work tasks.
• Flexible and willing to take on additional responsibilities as needed.
• Ability to maintain a professional demeanor and uphold confidentiality in all interactions.
• Knowledge of office management best practices and administrative procedures.
• Exceptional customer service orientation and a genuine desire to provide a positive experience for all visitors and employees.
• Proactiveness and willingness to learn.
• Fluency in both English and Arabic Languages, spoken and written is a must.
• Punctuality and ability to maintain a professional appearance.