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Receptionist & Travel Coordinator

1.00 to 2.00 Years   Dubai, United Arab Emirates   03 Sep, 2022
Future Pipe Industries
1 Jobs Openings
Job LocationDubai, United Arab Emirates
EducationBachelor's degree / higher diploma
SalaryNot Mentioned
IndustryManufacturing
Functional AreaNot Mentioned

Job Description

POSITION TITLE: Receptionist & Travel CoordinatorDEPARTMENT: AdministrationREPORTS TO:P&C Business PartnersJOB PURPOSE:Contribute to the provision of quality services by providing administrative support in a professional and efficient manner and ensure effective and efficient handling of all administrative activities by communicating and coordinating with internal and external visitors, callers and customers.KEY ACCOUNTABILITIESTelephone System:

  • Receive, direct and relay telephone messages to the concerned person in a professional manner to reflect a good image of the company
  • Monitor international calls and seek approvals from line managers when necessary
  • Answer calls within 3 rings by stating name and company name using a friendly voice
  • Re-direct calls where necessary to the appropriate extension
  • Review and update on a regular basis the staff contact and telephone extension lists.
Reception:
  • Greet and welcome visitors to the offices and inform concerned member of their arrival
  • Attend to visitors a in terms of food and beverages when requested
  • Monitor and ensure that the reception area is kept tidy and projects a business-like image.
Office Supplies:
  • Maintain an inventory of office supplies (Stationary, kitchen items...Etc) and monitor its usage
  • Properly record all the stationary given to the employees
Report:
  • Report any telephone or equipment breakdown immediately to the HR Administration Manager/IT in order to proceed urgently with the necessary repairs or replacement to avoid communication interruption
  • Liaise with photocopier machine suppliers for any repair/maintenance job requested by IT department and make sure that cartridges are ordered on time.
Mail Distribution:
  • Process and deliver internal and external mail on a daily basis
  • Liaise with couriers companies, books, and prepare the Airway bill for outgoing shipments.
Policies and Procedures / HSE:
  • Comply with operational procedures and instructions when performing all job tasks and activities
  • Comply with relevant safety, quality and environmental control procedures and instructions.
SPAN OF COMMUNICATION:Internal: All EmployeesExternal: Callers, External visitors, couriers services and stationeriesJOB RELEVANT INFORMATION (BOUNDARIES & DECISION-MAKING AUTHORITY:Job Holder is responsible for the reception area and for maintaining appropriate stationery and material stock level as per the office manager?s directions

Keyskills :

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