As an Office Manager/Receptionist, you will be responsible for managing the office environment, coordinating administrative tasks, and providing front-desk services. You will ensure that the office runs smoothly, support staff with administrative needs, and greet and assist visitors professionally.
| Experience | 1 years |
| Location | UAE, Dubai |
| Qualification | High School |
| Posted | 27 August 2024 |
| Job Type | Full-Time |
| Posted by | Habeebi Recruiter |
| last date to apply | apply within 15 days |
Key Responsibilities:
- Reception and Front Desk Duties:
- Greet and welcome visitors and clients as they arrive at the office.
- Answer, screen, and direct incoming phone calls to the appropriate departments.
- Manage incoming and outgoing mail, packages, and deliveries.
- Maintain a tidy and organized reception area.
- Office Administration:
- Oversee the daily operations of the office, ensuring that all administrative tasks are completed efficiently.
- Order and manage office supplies, ensuring that inventory levels are maintained.
- Coordinate office maintenance and repairs, working with vendors and service providers as needed.
- Assist in the preparation of reports, presentations, and other documents as required.
- Scheduling and Coordination:
- Manage office calendars, including scheduling meetings, appointments, and conference calls.
- Coordinate and arrange travel accommodations for staff as needed.
- Organize and coordinate office events, meetings, and conferences.
- Ensure that meeting rooms are prepared, including setting up equipment and refreshments.
- Staff Support:
- Provide administrative support to staff, including filing, data entry, and document management.
- Assist with onboarding new employees, including setting up workstations and providing office orientations.
- Act as the point of contact for office-related inquiries and issues.
- Financial Administration:
- Assist with basic accounting tasks, such as processing invoices, managing petty cash, and tracking expenses.
- Coordinate with the finance department to ensure timely payment of bills and invoices.
- Maintain records of office expenses and prepare reports as needed.
- Communication and Correspondence:
- Draft and distribute internal communications, such as memos, notices, and newsletters.
- Manage the office email inbox, responding to inquiries and forwarding messages to the appropriate recipients.
- Liaise with external partners, clients, and service providers as needed.
- Technology and Equipment Management:
- Manage office technology, including computers, printers, and communication systems.
- Coordinate with IT support to resolve technical issues and ensure that office equipment is functioning properly.
- Maintain records of office equipment and handle any upgrades or replacements.
- Compliance and Safety:
- Ensure that the office complies with health and safety regulations, conducting regular checks and audits.
- Manage office security procedures, including access control and visitor management.
- Maintain records of safety protocols and emergency procedures.
- Document Management:
- Organize and maintain digital and physical filing systems, ensuring that documents are easily accessible.
- Ensure the confidentiality of sensitive information and maintain data privacy standards.
- Assist with archiving and record-keeping tasks as required.
- Continuous Improvement:
- Identify opportunities to improve office processes and implement changes to enhance efficiency.
- Stay updated on office management best practices and technologies to optimize office operations.
- Provide input and suggestions for improving the overall office environment.
Qualifications:
- High school diploma or equivalent; additional qualifications in office administration or related fields are a plus.
- Proven experience in office management, administrative support, or as a receptionist.
- Strong organizational and multitasking abilities.
- Proficiency in Microsoft Office Suite and office management software.
Desired Skills:
- Excellent verbal and written communication skills.
- Strong interpersonal skills and a professional demeanor.
- Ability to work independently and manage multiple tasks simultaneously.
- High attention to detail and accuracy.
- Problem-solving skills and the ability to handle unexpected challenges.
How to apply:
Send your updated resume to our email or directly reach us at our phone:
Email: info@garant.ae
Telephone: +97144214335 WhatsApp +971529385533