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Receptionist

Rethink

Job description / Role

We are market-leading boutique legal, fiduciary, corporate services, auditing, and accounting outsource service company, with offices in the U.A.E. Our group consists of both established operations and start-up entities. We work in a fast-moving, customer-focused environment. The group has been experiencing significant growth in its established business lines, as well as adding a start-up auditing and accounting outsource firm.

Key Responsibilities:

• Attend to the reception, making sure that all guest and visitors are attended to
• Usher clients to the meeting rooms, advising responsible personnel about the client’s arrival
• Taking beverage requests from clients (serving drinks as necessary)
• Maintaining the reception area and meeting rooms organized at all times
• Deal with all enquiries in a professional and courteous manner, in person, on the telephone or via e-mail
• Answering phones and operating the switchboard, taking/relaying messages to the staff.
• Arranging for the courier pick up
• Distribution of courier delivery
• Distribution and sorting out of mails
• Giving instructions to company drivers
• Maintaining records like visitor logs, meeting room reservations, phone directories
• Assist staff in requests like stationery and stamp requests
• Inventory stationery and pantry items, replenish stock as needed
• Assisting Admin / Accounts in reviewing invoices from couriers and service providers
• Coordinate with building maintenance/ IT for any AC, facilities, equipment, service issues
• Carry out instructions given by the management team and head office
• Coordinate office activities
• Allocation of driver’s tasks and allocation of company cars depending on nature of the task
• Company Car Maintenance – Service requirements & Insurance renewal
• Management of petty cash on a weekly basis
• Assist in dairy management, driver booking and other admin assistance for Managing Partner
• Any other Adhoc jobs as assigned

Standard duties:

• Screening calls and visitors
• Monitoring and screening office maintenance and security
• Courier collection, courier/mail distribution
• Managing drivers, maintenance and other support personnel making sure that tasks are completed
• Provide administrative, secretarial/clerical, basic bookkeeping assistance as needed

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