Receptionist - Al Khobar

R
ole: R
eceptionist Al Khobar Office - Saudi National R
eporting Line: O
ffice manager R
equirements + Personal Attributes: T
he ideal candidate should have: ‎2
* years secretarial or administrative diploma M
* inimum ‎2 years' experience in a similar role. Experience in a professional services environment would be an advantage. E
* xcellent working knowledge of MS Office, Outlook and Internet browsing S
* ound knowledge of office procedures W
* orking knowledge of record-keeping techniques E
* xcellent verbal and written communication skills in English. S
* trong interpersonal skills with an ability to build rapport. G
* ood planning and organisation skills A
* bility to work independently and effectively as part of a team. A
* bility to maintain confidentiality at all times. P
ersonal Competencies should include: J
ob knowledge, productivity, attendance, responsibility, information seeking,
teamwork & cooperation, organizational skills, personal skills, achievement
motivation, organizational commitment, self-confidence, customer service
orientation, integrity, flexibility. P
rimary job purpose T
o assist the Office Manager in the fulfillment of routine administrative
duties independently according to general known procedures and practices to
ensure smooth running of the administrative matters. O
peration of the main switchboard and reception of visitors, ensuring that a
positive first point of contact image of the Firm is demonstrated at all
times. D
uties & Responsibilities: S
pecific duties will vary considerably according to specific needs of the
office. These include but are not limited to: A
* nswer telephone calls and route calls promptly. E
* nsure the telephone messages are forwarded as soon as possible to the intended recipient via e-mail with accurate details of the caller. G
* reet visitors and make waiting time as comfortable as possible. P
* rovide high level of customer service at all times; project and maintain a positive image. E
* nsure there is constant stock of promotional literature of display and that obsolete material is removed. R
* eceive all hand delivered mail and courier shipments and forward the same for distribution. Same to be entered on the Tracking Sheet on DMS. P
* repare documentation for outward shipment by courier services and maintain records for dispatches. M
* aintain a diary for conference room bookings. R
* esponsible for daily maintenance of meeting room schedules; diligent organization of meeting and rooms for staff. C
* onnect conference calls. Take assistance from Head Office Reception for the same. R
* eceive cash/cheques when the accounts department is closed. Ensure proper receipt is issues for the same, in case of doubt. A
* rrange car rental hire for employees as and when required with proper approval for cost allocations. T
* o ensure that all accommodation/ transportation is arranged as per requested schedules for visitors. P
* repare access card for new joiners. K
* eep a track of official e-mails and forward to respective employees accordingly. K
* eep a log (date, time, requested by for and company's name) of international calls made. L
* iaise with office driver. Record all request in the Driver Schedule Template in the shared folder. L
* iaise with office support to maintain stationary stock levels and place stationary orders. E
* nsure the cleanliness of client areas is up to the standards including the freshness of flowers, plants. M
* aintain confidentiality at all times. A
* dhere to established policies and procedures and to ensure that the Switchboard/Receptionist Manual is kept updated at all times. E
* nsure complete uniform is worn at all times while on duty. P
* erform any other related duties as assigned. R
elationships I
nternal Contacts: All staff E
xternal Contacts: Clients and Suppliers D
iversity, Equity & Inclusion E
ssential to our success as a regional law firm is our ability to attract and
retain the best talent from a diverse range of backgrounds. We are committed
to a work environment where everyone can reach their potential and we have an
inclusive culture which respects individual differences. W