Admin Assistant

Duties & Responsibilities:

Specific duties will vary considerably according to specific needs of the office. These include but are not limited to:

• 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.
  
• Receive all hand delivered mail and courier shipments and forward the same for distribution.
  
• 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.
  
• Arrange car rental hire for employees as and when required with proper approval for cost allocations.
  
• To ensure that all Tickets / accommodation/ transportation are arranged as per requested schedules for Staff & visitors.
  
• Keep a track of official e-mails and forward to respective employees accordingly.
  
• Liaise with office support to maintain stationary stock levels and place stationary orders.
  
• Maintain confidentiality at all times.
  
• Perform any other related duties as assigned.
  

Requirements

• 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 Arabic & English.
  
• Strong interpersonal skills with an ability to build reports.
  
• Good planning and organization skills
  
• Ability to work independently and effectively as part of a team
  
• Ability to maintain confidentiality at all times