The first point of contact for the organization and will provide administrative support across the organization. Will handle the flow of people through the business and ensure that all receptionist responsibilities are completed accurately and delivered with high quality and in a timely manner.
Responsibilities
- Greets visitors in a professional and welcoming manner, directing and announcing them appropriately to reflect a professional image.
- Answers, screens, and identifies caller and reason of call and forward incoming phone calls to relevant parties to ensure support is provided the right way.
- Notifies unavailable internal colleagues of missed calls via email with caller name, phone number and reason of call to ensure they receive all the needed information.
- Provides basic information relating to the foundation when needed to ensure reflecting organization’s mission the proper way.
- Receives and sorts daily mail/deliveries/couriers to send them to the concerned department.
- Maintains security by following procedures and controlling access (monitor log book, issue visitor badges) to ensure safety.
- Schedules meetings/appointments / room bookings and update appointment calendars to ensure proper coordination.
- Performs other clerical receptionist duties such as filing, photocopying, collating, faxing etc.
- Ensures reception area is clean and tidy and organize notices and announcements are updated to keep organization’s image professional.
- Establishes and maintains professional and courteous customer service-related communication with internal clients and external vendors and escalates to management any delays, to Ensure detailed and accurate documentation and reporting relating to the requirements of the function.
- Coordinates, prioritizes, and organizes personal workload to accommodate additional tasks assigned by Shared Services Management, supporting the Foundation’s business plan.
- Introduces organization important aspects and programs, to be able to communicate with local community
Qualifications
- Diploma Degree in Business, Languages or any related field.
- Strong English and Arabic language skills (written and spoken)
- 0- 2 years of experience.
- Proven working experience in a front office handling receptionist responsibility in a company of similar size, NGO experience beneficial.
- Strong MS Office experience specifically with MS Outlook, Email, Word, Excel and Calendar.
- Ability to be resourceful and proactive in dealing with issues that may arise.
- Ability to organize, multitasks, prioritize and work under pressure.
