RECEPTIONIST CUM SECRETARY

 

The Receptionist cum Secretary is tasked with answering phone calls, receiving visitors, providing general information about the company, and answering inquiries related to activities conducted by the company. The role includes clerical and administrative duties such as organizing files, preparing documents, scheduling appointments, and supporting other staff.

 

TASKS AND DUTIES:

• Greet and welcome clients and other visitors as soon as they arrive at the office

• Check visitors in and direct or escort them to specific destinations

• Inform other employees of visitors’ arrivals or cancellations

• They answer, screen, and forward incoming phone calls

• Ensure the reception area is tidy and maintained presently in a working environment that yields productivity and furnishes essential office supplies.

• Oversees the planning, organizing, and managing of the various activities within and outside the organization

• Provide basic and accurate information in person and via phone/email

• Receive, sort, and distribute daily mail/deliveries

• Serve as the receiver of important mail, documents, and ordered items delivered to the organization’s address.

• Copy, file, and maintain paper or electronic documents

• Maintain office security by following safety procedures and controlling access via the reception desk (monitor logbook, issue visitor badges)

• Order front office supplies and keep an inventory of stock

• Update calendars and schedule meetings

• Perform a series of secretarial functions of the committee and provide additional services depending on the individual policies of the institution.

• Arrange travel and accommodations, and prepare vouchers

• Keep updated records of office expenses and costs

• Perform other clerical receptionist duties such as filing, photocopying, transcribing

 

SOFT SKILLS AND PERSONALITY TRAITS:

• Communication skills: Receptionists must speak and write clearly so that others may understand them

• Customer-service skills: Receptionists represent an organization. As a result, they should be courteous, professional, and helpful toward the public and customers.

• Integrity: Receptionists may handle clients, but they must be trustworthy and protect their client’s privacy.

• Interpersonal skills: Receptionists should be comfortable interacting with people, even in stressful situations.

• Organizational skills: Receptionists take messages, schedule appointments, and maintain employee files. They need good organizational skills to manage their diverse responsibilities.

 

EXPERIENCE:

• 3 years experience in a similar role

• Language Fluency: English

• Current Location: UAE

• Nationality Preference: Eastern European nationals are encouraged to apply.

 

 

Please send your CV to viviane@spectrumdubai.com

 

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