The Receptionist is accountable to perform routine clerical and administrative
service for APCO's office in Dubai.
Primary Duties and Responsibilities
General office duties:
* Perform general office duties such as typing, faxing, scanning and filing various documents
* Handle all incoming/outgoing correspondence:
* Phone Calls
* Messages
* Transfer of calls
* Sort and distribute correspondence
* Greet visitors, handle all their inquiries and escort them to the Employee they are visiting
* Maintain the list of office reference materials, such as newspapers, publications, and other online subscriptions and keeping track of such expenses.
* Managing the office's maintenance and coordination with building management
* Coordinates all deliveries, pick-ups, and employee bookings with the driver.
* Update and control the seating plan
* Arrange couriers
* Provide calendar management, timesheet management, and expense reimbursement for the Managing Director of Pomelo and Head of Creative, Europe & Middle East
Procurement and Logistics:
* Arrange all logistics for all types of events (Meetings, Trainings, Etc.)
* Monitor and source supplies in an efficient manner
* Liaise with suppliers to order office/pantry supplies, equipment, furniture and marketing material.
* Maintain office expenses and prepare monthly or quarterly reports
* Help employees with client events and conferences arrangements
* Administrative duties:
* Manage PRO and all needed government paperwork (employees visas, medical insurance, registrations)
* Supporting IT-related matters such as mobile phone contracts and purchasing IT equipment
HR Coordination:
* Work with HR team in planning and executing employee engagement activities
* Prepare the welcome box to new joiners
* Add new hires to medical insurance
* Keeping the employee's emergency contact information up to date
* Remove the leavers from the medical insurance
Ad-Hoc assignments/ reports:
* As per the direct supervisor's request
Competencies
* Communication and Interpersonal skills
* Proactive and initiative skills
* Organizational skills
* Business Appearance etiquette
Requirements
* Bachelor's degree in Business Administration, or Equivalent
* 0-2 years of relevant strong administrative experience
* Knowledge and ability of record keeping methods, filing systems
* Experience in various Microsoft programs ( i.e: Microsoft office)
* Must reside in Dubai
Work Conditions
The physical abilities needed to perform the duties of this position, in
addition to the office climate:
* In office duties
* Travel is not required
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