Reporting to the Finance Director, the Front Office Administrator is a member
of the Finance & Administration team. The role mainly manages the day-to-day
Front Desk functions, from answering phone calls, to helping visitors,
distributing mail, and managing internal mailboxes. Additionally, the position
extends to administrative tasks like travel arrangements and office supplies
management.
Your role responsibilities will include, but not be limited to, the
following:
Front Desk
* Greet visitors and help with required formalities (forms, badges, safety protocols etc.)
* Attend incoming calls from the main switchboard line
* Incoming couriers' management (receive, sort, and distribute)
* JAFZA gate passes arrangement.
Corporate mailboxes
* Handle Corporate mailboxes in coordination with other front office personnel:
* Redistribute emails received to the Main mailbox for general enquiries
* Help with Wifi access and other support requests sent to the Front Office mailbox
* Manage meeting-rooms booking requests sent to the dedicated mailbox
Travel support
* Book and organize employees' travels (flight tickets, hotel reservations, transportation, etc.)
* Arrange Business Visas - gather required documents and help with application
* Monitor charges to the Corporate Credit Card and check travel agencies invoices
Admin
* Monitor and order office supplies
* Coordinate repair and maintenance of office equipment
* Arrange local and international courier services (DHL)
* Receive, sort and distribute postal mail
Finance support
* Supplier and Customer master files management in Finance ERP
* Bank reconciliations
* Corporate banking system administrator
* Audit and reconcile expense claims
What do I need to be considered for this role?
* Working knowledge of MS Office
* English speaking, Arabic beneficial
* Prior experiences with ERP systems would be a plus
* Answer phone calls and redirect them when necessary * Manage the daily/weekly/monthly agenda and arrange new meetings and appointments * Prepare and disseminate correspondence, memos and forms * File and update contact information of employees, customers, suppliers and external partners *…
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