Front Office Admin Jobs in Dubai | Vistra

Front Office Admin Jobs in Dubai | Vistra

Job Responsibilities:

• Answering all incoming internal and external telephone calls promptly and politely; when absent from reception ensure sufficient cover is arranged
• Taking accurate, detailed messages and passing them on to relevant individuals promptly.
• Meeting and greeting clients, notifying their arrival to the appropriate member of staff, directing clients to waiting area, meeting room and offering them refreshments.
• Managing incoming and outgoing mail.
• Booking meeting rooms and sending invitations to attendees.
• Liaising with Management Team to order lunches for meetings as and when required.
• Dealing with courier services both incoming and outgoing.
• Dealing with all aspects of archiving, including maintaining the archiving database in Excel, arranging removal or retrieval of files to/from storage and liaising with the storage facility. Maintain all office documents as required.
• Acting as the first point of contact for emergencies (first aider and fire marshal)
• Ultimately responsible for coordination of travel bookings: flights, trains, visas and hotel accommodation. Ensure that the traveller has all relevant information required
• Plan and implement hospitality arrangements for the Country MD, MT Team, and Members of ExCo during ad-hoc visits
• Work closely with the Office Assistant to ensure reception is managed appropriately at all times
• Order office and pantry supplies to ensure stocks of required supplies are available at all times
• Ensure payments to suppliers are consolidated and submitted to the Finance Team in a timely manner
• Coordination of office maintenance and office improvements
• Excellent inter-personal and communication skills
• The ability to prioritise and organise your workload
• Ability to recognize areas of improvement and be pro-active in offering solutions
• Strong attention to detail
• Familiarity with Microsoft Outlook, Word, PowerPoint and Excel
• A natural customer focus
• Ability to work in a dynamic, team orientated environment
• A flexible, hands-on approach
• The ability to multi-task and be proactive and resourceful
• Professional attitude and appearance