Receptionist and Admin Assistant (UAE Nationals)

Job Purpose:

Managing the front office (calls and delivery), managing office supplies and LPO.

Job description (Responsibilities & Accountabilities)

Front Desk Operations:

Receiving and routing incoming calls,

Receiving and dispatching incoming and outgoing documents,

Greeting and directing visitors/ guests

Handling the Meeting Rooms schedules and setting them up for meetings

Ensuring the housekeeping of the Board Room & Reception

General Admin functions:

Updating the phone/fax register

Maintaining and updating the staff/Office phone number list

Ordering business cards for staff

Organizing mail drop-offs and pick-ups, maintaining postage stamps and the postal drop-area

Maintaining keys for all Offices

Handling stationary requests

Monitoring and controlling the toners/cartridges, stationery, cleaning, pantry and coffee machine products stock

Manages in the selection of new Vendors/Suppliers for office requirements specifically in price negotiation and comparisons.

Secures office supply needs at the best price, highest quality, service and delivery.

Follow up with suppliers for on-time delivery of orders.

Evaluating Suppliers/ Service providers once in year.

Logistics:

Preparing Request Form and creation of Local Purchase Order (LPO) using Navision for the purchase of pantry, office stationery, toners/cartridges and forwarding signed copies of LPO to the suppliers

Updating purchase order follow up table in the system

Coordinating with Finance Department with regards to approvals for the LPO, Supplier Invoice etc.

Keeping all files, records and workplace organized.