Saudi National - Receptionist

Role: Receptionist

Reporting Line: Office Manager

Requirements:

The ideal candidate should have: 

• Reside, or willing to work in Jeddah
• 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

Personal Competencies should include: 

Job knowledge, productivity, attendance, responsibility, information seeking, teamwork & cooperation, organizational skills, personal skills, achievement motivation, organizational commitment, self-confidence, customer service orientation, integrity and flexibility.

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.
• 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. 

Diversity, Equity & Inclusion:

Essential to our success as a regional law firm is our ability to attract and retain the best talent from a diverse range of backgrounds. We are committed to a work environment where everyone can reach their potential and we have an inclusive culture which respects individual differences.

We undertake and support a number of internal and external initiatives aimed at increasing diversity within the profession and we encourage all our partners and staff to get involved.

Al Tamimi & Company is committed to providing equal opportunities for all. We welcome applications from candidates with disabilities and support those in the workplace who have a disability.