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RECEPTIONIST CUM ADMINISTRATIVE ASSISTANT
Ref No.: 14-00416
Location: Doha, Qatar QA
Position Type:Direct
Experience Level: 3 Years
Start Date: 05/03/2014
One of the steel manufacturing company is urgently hiring candidate in QATAR for below position.
RECEPTIONIST CUM ADMINISTRATIVE ASSISTANT
SUMMARY
The Receptionist is the face of the company on first entrance into the office premise. Job holder is responsible for the professional and efficient managing of visitors, customers, telephone calls and messages, as well as a variety of clerical duties that supports various teams.

The Administrative Assistant is responsible for the day to day administration of the office which include but is not limited to cleaning and security, maintain records of the office and safe working environment in the office.

PRIMARY RESPONSIBILITIES

Receptionist
Meet and greet of customers visiting the office in a professional manner. Direct the visiting customers to the correct persons and departments.
Answer all incoming calls, screening and directing calls to the concerned personnel and handle caller's inquiries whenever possible.
  • Ensure accurate messages with relevant names, contact numbers are delivered to the correct person, should calls not be able to be placed through.
  • Serve refreshments and snacks for visiting guests and delegates that the office may receive from time to time.
  • Receive, check, direct and ensure proper distribution of fax messages to the correct personnel.
  • Manage incoming and outgoing mail/courier, and accurate distributions to the recipient.
  • Assist in the planning and preparation of meetings, conferences and conference telephone calls.
  • Respond to public inquiries, use discretion and sound judgment when giving information outside the company especially to telephonic queries.
  • Ensures knowledge of staff whereabouts in and out of organization.
  • Keep the reception area tidy and presentable at all times.

Administrative Assistant
  • Maintain the general filing system and file all correspondence.
  • Make hotel bookings, bookings of conference room, flights as and when the requirement arises.
  • Prepare letters and documents required for general administrative purposes.
  • Maintain an adequate inventory of office supplies and pantry items; create a routine indent list for re-stocking and purchasing of the same.
  • Monitor the use of supplies and equipment. Check weekly on the toners of office printers and check if new stock needs to be added in.
  • Keep track of employee work permits and visa renewals of all staff in Qatar and laison with sponsor in coordination with ME-HR and Administration departments.
  • In coordination with Administration laison with the sponsor/hotels to arrange for visit visas for visitors if required.
  • Keep track of company license, registration renewals and coordinate with the Administration department ME and the sponsor for timely renewals.
  • Keep track of the various office insurances and coordinate with ME-Administration Departments for the timely renewal.
  • Contact vendors relating to office administration, in coordination with Admin Dept.
  • Managing drivers schedule.
  • Maintain and report the monthly attendance and payroll support to the management and to HR.
  • Provide support to ME HR by keeping basic employee records such as copies of passports, workpermits, training certificate/records, family passport and residence permits for staff based in Qatar.
  • Track and follow up on employee medical claims.
  • Ensure the smooth functioning of the office and maintain a safe and clean working environment inside the office.

ADDITIONAL RESPONSIBILITIES
  • Assisting finance and accounts department for follow up on payments.
  • Handling petty cash for day to day office requirement.
  • Liasoning with the IT Department to provide IT Support.

KNOWLEDGE AND SKILLS REQUIREMENT
  • Graduate in any discipline.
  • Strong communication skills in English, both written and spoken.
  • Minimum 2 years experience in reception or customer service, with good telephonic manners.
  • Knowledge in office administration, administrative and clerical procedures.
  • Computer skills including the ability to spreadsheet and word processing programs at a highly proficient level; efficient keyboard skills.
  • Strong personal skills, team player and capable of taking initiative, with a pleasant personality
  • Capable of taking on additional responsibilities as and when required, with a "can do "attitude.
  • Well groomed and pleasant attitude.