Receptionist and Office Support Executive

Description

SCOPE OF THE JOB

Handles confidential information, a busy reception, and provides routine
secretarial support and professional telephone skills to the department.

2. ORGANIZATION

Directly reports to the Manager – Human Resources

3. DUTIES AND RESPONSIBILITIES

3.1 Independently handles self correspondences & filing.
3.2 Manages emails and incoming and outgoing faxes.
3.3 Courteously answers outside inquiries and telephone calls
and transfers them accordingly to appropriate individuals and/or
divisions/departments.
3.4 Attends company visitors and clients and direct them to
appropriate individuals and ensures a daily log/record of the same.
3.5 Maintains logs and records of activities and prepares routine summaries as necessary. Utilizes computer to input and retrieve appointment data and relevant information and produce standard reports. All records are then expected to be sent by email at the end of each day to Manager – Human Resources.
3.6 Monitor and update filing system and procedures; maintains office decorum.
3.7 Ensures that visitors are properly attended to and confirmed with the approved appointments. If the visitor does not have appointment, the visitor’s name, company name and whom they require an appointment with will be obtained and the same shall be informed to the concerned employee through email or phone to obtain his availability status.
3.8 Use of designated system/terminals, PCs, office equipment/tools such as fax machines, copiers, scanners and cameras if available in the area of responsibility.

QUALIFICATIONS INDEX
4.1 Education

4.1.1 Graduate of any Secretarial Courses or its equivalent
4.2 Work Experience
4.2.1 2-3 yrs work experience in any manufacturing industry is
preferred.

4.3 Others

4.3.1 Ability to use English Language at high level is a must,
knowledge in Arabic is preferred.
4.3.2 Excellent communication, computer, presentation and
interpersonal skills.
4.3.3 Proficiency in MS-Office packages is a must
4.3.4 Must possess a friendly, outgoing and assertive personality.
Should have good phone manners and strong organizational
skills.
4.3.5 No preference in nationality.