Job Description
We are looking for an Administrative Assistant to be part of our team in Miral Experiences. This position is a combination of front office and back-office duties. This role will primarily be based in the HR Reception, assisting visitors and colleagues by greeting, welcoming, and directing them appropriately. Additional responsibilities including but not limited to HR Operations administrative tasks.
The job scope also includes:
- The first point of call when entering the HR Reception, greeting colleagues positively, always maintaining welcoming body language and tone of voice.
- Responsible for the organization reception, always making sure it in order.
- Managing scheduled visitors ensuring the notification to the relevant HR Team in a timely manner keeping both parties informed.
- Managing unscheduled visitors, understanding the visitors request and direct them to the appropriate HR Team.
- Handling and responding/processing incoming calls, correspondence and assisting any Colleague inquiries.
- Mange the HR Room Booking system approvals.
- Support the HR Operations Team during down time completing and administrative of systems updates, including however not limited to:
- Support with the processing of passports, enabling visa processing for colleagues
- Handling any filing required in the department and ensuring the necessary documents and records are updated and filed correctly including Oracle HRMS Documents of Records and hardcopy personnel files if applicable.
- ID cards preparation for colleagues including eligible dependents and contractors as required.
- Raising purchase requests and subsequently following up on approvals, delivery and payment.
- Receive and distribute mails to appropriate recipients.
- Updating any regular trackers, excel sheets, LOOP Colleagues Database, personnel files and Oracle HRMS with all residence visa related information as stipulated on the respective checklists and procedures.
- Keeping the relevant stationary stock for the department and handling stationary requisitions as required.
- Ensure all printers in all offices are constantly stocked with paper and print cartridges.
- Coordinate repairs and maintenance of office equipment.
- Keeping the relevant stationary stock for the department and handling stationary requisitions as required
- Provide support and information to other HR functions and other departments as required.
- Any other administrative work as required.
As an ideal candidate you will need to have:
- Higher Secondary, Degree/Diploma in HR and/or any equivalent
- 1 year of experience in a relevant role
- Excellent verbal and written communication skills
- MS Office basic knowledge (Microsoft Outlook, Word, Excel)
- Minimum of 1 year of experience with customer support and managing multi-line computer and phone systems
- Excellent organizational and interpersonal skills
- Ability to balance conflicting demands
- Willingness to go the extra mile even at busy times
- Ability to work under own initiative
- Highly skilled in greeting visitors and directing them to the right person or section
- Hands-on experience in giving information to visitors and answering their questions
- Demonstrate ability to deal with phone and email inquiries
- Able to maintain an organized reception area
- Comprehensive knowledge of organizing reading material in the waiting area
- Demonstrate professionalism and high level of work ethics in all matters
- Displays high level of honesty and reliability
Interested in this opportunity Apply now!
