Receptionist/ Administration Assistant

Role Overview

Administrative Support

• Act as the first point of contact for the HR department and liaise with internal and external organizations.
• Provide customer service to visitors and guests.
• Screen and redirect telephone calls, enquiries, and requests, and take messages when needed.
• Use company policies and procedures to provide appropriate replies to queries.

Office Management

• Maintain the upkeep and working condition of HR offices, equipment, and facilities.
• Monitor meeting rooms and facilities.
• Coordinate pantry staff, cleaners, canteen services, plant suppliers, and pest control vendors.
• Provide logistical support for meetings, including room preparation and catering.
• Organize team celebrations, meetings, and HR workshops.
• Prepare interview documentation and set up WebEx interviews and video conferences.

Document Management

• Maintain accurate records of incoming and outgoing documentation.
• Update and circulate the Real Estate telephone directory monthly.
• Ensure documents are accurate and not misplaced.
• Update the probation tracker and communicate deadlines with relevant teams.

Inventory and Purchases

• Track office IT equipment inventory, including laptops and monitors.
• Maintain induction pack inventory and notify the onboarding specialist when quantities are low.
• Prepare RFAs and LPOs for HR purchases and procurement activities.
• Coordinate LPO processing, vendor payments, and Etisalat bill submissions.

General Support

• Support HR and administrative functions, office gatherings, employee queries, and training and development activities.
• Demonstrate AFGRE Core Values.

Required Skills

• Excellent customer service and communication skills are required.
• Strong organizational and administrative capabilities are required.
• The role requires discretion when handling confidential information.
• The role requires proficiency in coordinating office operations and managing office equipment.

Qualifications

• Education up to degree or diploma level is required.
• A diploma or certificate in office administration is advantageous.
• Three to five years of administrative or receptionist experience in a large company is required.
• Strong written and oral communication skills are required.
• Strong organizational and administrative skills are required.