Receptionist

Job Description

• Answer incoming and outgoing phone calls in a professional manner.
• Welcome visitors and guests, and direct them to the appropriate department or contact.
• Send and track shipments company (Aramex, FedEx, DHL).
• Receive all types of incoming mail for the organization.
• Receive any incoming packages or documents at the reception, ensure they are photographed upon receipt, contact the concerned employee for immediate collection, and notify the Administration team with the date, time, type of package, and name of the recipient. Packages must not be kept at the reception for extended periods, and in case of any delay in collection, the Administration Department must be informed immediately.
• Organize meeting rooms and interview rooms.
• Coordinate and provide administrative support for department requirements.
• Secure office supplies and necessary materials.
• Create maintenance and incident reports when required.
• Receive and verify delivered materials and supplies for the department.
• Perform printing, scanning, and archiving tasks.
• Deliver verbal, written, and phone messages to employees.
• Follow up with drivers, organize their daily schedules, set priorities, track employee requests, and ensure approvals are obtained from the concerned line manager.
• Perform any additional tasks assigned by the line manager or management.
• Prepare and issue official outgoing letters for all departments.
• Flexible to work during exhibitions, events, and biennales after working hours when required.
• Issue permits related to the organization from government entities for all departments.
• Issue and update employees’ business cards.
• Prepare weekly reports that include completed tasks and challenges, and submit them to the line manager along with relevant recommendations.
• Develop reception files, procedures, and systems to enhance service quality and improve the visitor and employee experience.
• Respond to general inquiries related to the organization and provide accurate information to employees, visitors, and external parties.
• Maintain the confidentiality of information and data related to calls and correspondence, and apply the organization’s approved privacy policies.

Qualifications

• Diploma in Business Administration, Secretarial work, Office Management, or a related field.
• Fluency in both Arabic and English is mandatory (spoken and written).
• Proficiency in Microsoft Office applications (Word, Excel, PowerPoint, Outlook).

Experience

• 2–4 years of experience in Reception, Administration, or Customer Service.
• Experience in handling calls, correspondence, and front-desk operations.
• Experience in coordinating with internal departments and external entities.
• Preferably experienced in meeting room bookings, reporting, and administrative logistics.

Skills

• Excellent communication, interpersonal, and customer service skills.
• Strong organizational and time-management abilities.
• Professional telephone etiquette and front-desk manners.
• Attention to detail and high accuracy in documentation and reporting.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Problem-solving abilities with a positive and proactive mindset.
• Ability to multitask and work under pressure while meeting deadlines.
• Team player with the ability to work independently when required.
• Flexibility and willingness to support administrative tasks beyond reception duties when needed. Flexibility of working hours and able to work overtime some occasions.