Receptionist
Al Tamimi & Company
- Qatar
- Permanent
- Full-time
- 2 year secretarial or administrative diploma
- Minimum 2 years' experience in a similar role. Experience in a professional services environment would be an advantage
- Excellent working knowledge of MS Office, Outlook and Internet browsing
- Sound knowledge of office procedures
- Working knowledge of record-keeping techniques
- Excellent verbal and written communication skills in English.
- Strong interpersonal skills with an ability to build rapport
- Good planning and organisation skills
- Ability to work independently and effectively as part of a team
- Ability to maintain confidentiality at all times
- Answer telephone calls and route calls promptly.
- Ensure the telephone messages are forwarded as soon as possible to the intended recipient via e-mail with accurate details of the caller.
- Greet visitors and make waiting time as comfortable as possible.
- Provide high level of customer service at all times; project and maintain a positive image.
- Ensure there is constant stock of promotional literature of display and that obsolete material is removed.
- Receive all hand delivered mail and courier shipments and forward the same for distribution. Same to be entered on the Tracking Sheet on DMS.
- Prepare documentation for outward shipment by courier services and maintain records for dispatches.
- Maintain a diary for conference room bookings.
- Responsible for daily maintenance of meeting room schedules; diligent organization of meeting and rooms for staff.
- Connect conference calls. Take assistance from Head Office Reception for the same.
- Receive cash/cheques when the accounts department is closed. Ensure proper receipt is issues for the same, in case of doubt.
- Arrange car rental hire for employees as and when required with proper approval for cost allocations.
- To ensure that all accommodation/ transportation is arranged as per requested schedules for visitors.
- Prepare access card for new joiners.
- Keep a track of official e-mails and forward to respective employees accordingly.
- Keep a log (date, time, requested by for and company's name) of international calls made.
- Liaise with office driver. Record all request in the Driver Schedule Template in the shared folder.
- Liaise with office support to maintain stationary stock levels and place stationary orders.
- Ensure the cleanliness of client areas is up to the standards including the freshness of flowers, plants.
- Maintain confidentiality at all times.
- Adhere to established policies and procedures and to ensure that the Switchboard/Receptionist Manual is kept updated at all times.