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Receptionist

Keywords / Skills : Receptionist, Front office executive, Front office, Front desk, Reception, Telephone operator, Front desk executive

1 - 2 years
Posted: 2019-11-02

Industry
Construction & Engineering
Function
Admin/Secretarial
Role
Receptionist/ Front Desk
Posted On
2nd Nov 2019
Job Ref code
receptionist21474
Job Description


Duties & Responsibilities:
  • Welcome and control of visitors in a pleasant and efficient manner
  • Announce the visitors to their host by the phone and ask them to wait for a short moment
  • Delivering temporary visitor cards – handled by security
  • If visitors have a waiting time, offer them a coffee to reduce the waiting time
  • If required assign free password for internet (Wi-Fi) to visitors
  • Answering promptly and passing through of incoming and outgoing telephone calls
  • Provide general information to the public according to guidelines and instructions received from the Facility Department
  • Handling reservations and preparing of the meeting rooms
  • Provide support and information for internal and other offices/countries users regarding rooms details, resources, catering services, way of booking. Help and assist users providing options when conflicts with bookings.
  • Meeting rooms are reserved by a user through the Calendar tool, the receptionist is in charge of monitoring all reservations according to each office internal policy.
  • Dealing with procedures regarding special meeting rooms (VCF rooms) approvals
  • Control and management of room material (chart, marker pens, paper, etc.). In case of missing items, the receptionist should contact the appropriate person (Facilities Department) responsible for ordering missing items.
  • Handling of lost and found objects (in collaboration with the Facility and Security Departments).
  • Be responsible for evacuation, in cases of emergency, acting as first point of contact for guests and the emergency services.
  • Old and dead flowers have to be removed
  • Prospects, flyers, newspapers have to be controlled frequently and old once have to be removed
  • Miscellaneous administrative work.


Requirements:
  • Average academic background/diploma of secondary education
  • Must be fluent, both oral and written, in English and Arabic
  • Excellent customer service skills
  • Excellent communication, presentation and interpersonal skills
  • Must possess punctuality, discretion, sociability, flexibility
  • A solid knowledge and experience of the most commonly used programs (Windows Office, e-mail (Outlook), Internet)
  • 1- 2 years’ experience in a customer service role


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