Receptionist and Administrator (Bilingual, Arabic and English)

Posted
‎16-May-‎2023
Service line
Advisory Segment
Role type
Full-time
Areas of Interest
Administrative, People/Human Resources
Location(s)
Riyadh - Ar Riyad - Saudi Arabia
THE OPPORTUNITY
Working as Receptionist, you will provide administrative support to our
growing Riyadh office, ensuring smooth operation of reception and guest
services, mail services, phone, meeting rooms and location services. This role
requires fluency in Arabic and English.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Key Tasks
* Receives and directs incoming calls to appropriate personnel and voicemail.
* Responds promptly with accurate and thorough information according to the specific requests from employees, and visitors.
* Greets and announces clients, applicants and visitors.
* Follows security procedures for recording guests, suppliers and other visitors. Arranges escorts as needed.
* Issues visitor passes and validates parking.
* Maintains neat appearance of reception area, meeting and conference rooms, kitchen and other common areas, including washing dishes, operating dishwasher, restocking cabinets and tidying as required.
* Orders office supplies and other common use items for the location, such as kitchen supplies (coffee, tea, beverages and snacks), equipment toner, printer paper, freight and shipping supplies etc.
* Assists with scheduling and preparing meeting and conference rooms. Coordinates setup of conference/meetings rooms including providing refreshments to visitors and meeting participants.
* Arranges for and reserves projectors and other meeting equipment, ensuring equipment is in good operating condition.
* Arranges video and/or web conferencing as needed.
* Coordinates catering for meeting and events. May negotiate pricing and menus. Secures approvals for catering expenses and reviews invoices to arrange billing to appropriate department or business unit.
* Performs general clerical duties associated with distributing office faxes, packages and mail as required.
* Uses tracking systems to record inbound and outbound courier, freight and mail.
* Meters mail. Arranges messenger service as needed.
* Follows location security procedures for screening inbound deliveries.
* Requests building and housekeeping services as needed.
* Periodically inspects common area equipment to ensure good operating condition. Arranges equipment service as needed.
* Maintains records and logs of service requests and tracks their status.
* Maintains a file of services including transportation sources, accommodations, and referral contacts.
* May arrange travel, convenience/hospitality services for employees and guests such as transportation, tickets, reservations, etc.
* Types, formats, and produces documents such as proposals, presentations, correspondence, and standard reports.
* Performs administrative duties such as conducting research, updating and maintaining databases, preparing company forms and maintaining confidential files.
* Performs other duties as assigned.

Our ideal person is someone who has the ability to:
* Comprehend and interpret instructions, short correspondence, and memos and ask clarifying questions to ensure understanding.
* Write routine reports and correspondence.
* Respond to common inquiries or complaints from clients, co-workers, and/or supervisor with a strong, professional customer service orientation.
* Calculate simple figures such as percentages.
* Understand and carry out general instructions in standard situations.
* Solve problems in standard situations.
* Apply basic analytical skills.

Other Skills and Abilities
* Intermediate skills with Microsoft Office Suite.
* Ability to work flexible work schedules based on office needs.

Commitment to Values
Demonstrated ability to adhere to an organisational set of core values and act
in line with those values. Our CBRE R.I.S.E. values:
* RESPECT - Treat everyone with dignity, value their contributions, and help one another succeed.
* INTEGRITY - Uphold the highest ethical standards in our business practices.
* SERVICE - Dedicate ourselves to making a meaningful impact with our clients and in our communities.
* EXCELLENCE - Aspire to be the best in everything we do and drive for continuous improvement.
RESPONSIBILITY

Supervisory Responsibility
No formal supervisory responsibilities in this position.

Scope of Responsibility
* Decisions made with general understanding of procedures and company policies to achieve set results and deadlines.
* Errors in judgment may cause short-term impact to co-workers and supervisor.

EXPERIENCE AND QUALIFICATIONS

Qualifications
To perform this job successfully, an individual must be able to perform each
essential duty satisfactorily. The requirements listed below are
representative of the knowledge, skill, and/or ability required.

Education and Experience
HS Diploma or GED required. Prior Front Desk, Concierge, customer service or
other hospitality experience preferred.

Certificates and/or Licenses
None

Languages
Fluency in Arabic and English, verbal and written.

Professional Certification/Licenses
None

ABOUT THE COMPANY
CBRE is the world 's largest commercial real estate services and investment
firm and has been serving clients in the Middle East for nearly twenty years.
The company has more than ‎105,000 employees globally and over ‎1,300
professionals* in the Middle East operating out of ‎9 offices in ‎6 countries in
the region. With services, insights and data that span every dimension of the
industry, we create solutions for clients of every size and in every sector.

Our specialists provide a fully-integrated suite of services across the
region, including facilities, transaction and project management; cost
management; property management; investment management; appraisal and
valuation; property leasing; strategic consulting; property sales; mortgage
services and development service.
* Including Turner & Townsend employees