Office Executive

Job Description

Office ExecutiveThe RoleThe office Executive willprovidesupport and secretarial duties to the Dubai Regional Team.Key Deliverables and Responsibilities

• Receive and screen incoming calls for all departments and ensure that all important messages are properly disseminated
• Receive and entertain company guest, visitors, clients and others
• Maintain the cleanliness of the reception, pantry and washrooms
• Check and replenish pantry, stationery/office and bathroom supplies needed
• Make sure contracts are up to date and assess the quality of service given by vendors
• Take office maintenance issues to the concerned person- preferably after checking with the building management if it is something they can fix
• Receiving mails, letters, couriers and distribute to the concerned person or department, assist in preparing air waybill and transport label and sending documents through DHL and keep record of them for reference, order DHL supplies
• Book meeting rooms upon request and oversee meeting room bookings, propose new time and venue in case of any conflict of meeting schedule
• Coordinating with different departments for any concerns and make necessary follow-ups
• Process requests and invoices on Concur on timely manner
• Make sure that paper is always available by printing machines
• Assist in binding documents for other departments
• Receive deliveries/documents and sign if needed
• Change toners and cartridges of the printers
• Process DHL invoices on Concur if requested by Finance
• Report faulty printer to IT and request for repair/replacement
• Update telephone list of Accor Dubai Regional Office
• Send birthday calendar and greetings

Daily TasksMorning:

• Newspapers of the day to arrange
• Gulf News and 7 days to be placed on the reception guests? table
• Khaleej Times for Mr. Storti
• Brochures on the stand are arranged
• Sofa seats are neat, clean and in order
• Tables are dust-free
• Check that the meeting rooms are ready for any meeting
• Regularly check the cleanliness of the meeting rooms (immediately request Saleem to collect the used cups or glasses after the meeting)
• Replenish office supplies stocks in the printing area
• Office supplies inside the drawers
• Distribute letters and couriers received to different departments
• Review the calendar for the meeting rooms booking and availability
• Check for newspaper article relating to hospitality. Scan and send to FK.
• Record couriers received Afternoon:
• Ensure the reception area and meeting room are clean and organized
• Office supplies in the printing area and pantry supplies in the pantry are well-stocked
• In case of any FedEx shipment, request for a pick up, usually between 4pm-4.30pm
• Log any FedEx shipment and filed the air waybill

1. Weekly Tasks

• Receive delivery of flowers- every Sunday
• Order FedEx supplies ? every Thursday
• Monitor water supply?Oasis water delivery every Monday and Wednesday

1. Monthly Tasks

• Submit attendance to HR
• Order Pantry supplies:
• Request Saleem to do an inventory of pantry supplies and call Al Rayyan grocery to place the order (cash payment)
• Fax LPO to Transmed for the coffee order (cheque payment within 30 days)
• Order Office supplies:
• Fax LPO to Emirates trading (cheque payment within 30 days)
• Submit to Xerox Emirates the billing counters of the printers
• Roma of Xerox will send a request by month end of the billing counters
• Buy Oasis vouchers (cash payment)
• Buy postage stamps (minimum purchase: 100 dhs)
• Submit the signed invoices with the attached original LPO to Finance for payment

Why work for Accor?We are far more than a worldwide leader. We are 280,000 women and men placing people at the heart of what we do, and nurturing real passion for service and achievement Joining Accor means embarking on a unique life journey to imagine tomorrows hospitality.To join our Group, please visithttps://careers.accor.com/

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