Receptionist

This position is responsible for the professional and efficient managing of visitors, telephone calls and messages, as well as a variety of clerical duties that support Informa Middle East and the operations of a professional office.

• Answer the telephone in a pleasant and professional manner and forward calls to correct person.
• Handle any queries wherever appropriate.
• Re-direct calls as appropriate, take adequate messages when required and ensure these are passed to the correct employee.
• Greet, assist and/or direct visitors.
• Make sure that the reception area is clean and tidy at all times and that it is a welcoming place for visitors to wait in.
• Review daily schedules for conference rooms and manage and maintain the meeting room booking system.
• Handle all courier pickups and log in the courier spreadsheet.
• Ensure all hand delivered documents are logged and distributed accordingly.
• When on duty, ensure reception is covered during office hours.
• Keep line manager well-informed of activities, results of efforts and problems identified/potential problems and recommend corrective actions.

• Prepare meeting rooms, organise refreshments for meetings and events as requested.
• Maintain office security by following safety procedures and controlling access via the reception desk (monitor log book, issue visitor badges)
• Order and maintain office supplies and keep inventory of stock.
• Monitor courier services and ensure all queries regarding packages, costs and cost codes codes are dealt with promptly and accurately; accurately coded etc.
• Process all supplier invoices in a timely manner on EFS system.
• Ensure the company directory is regularly updated and communicated to external agencies (Aramex Service)
• Provide administrative support as and when required for one off short term projects as dictated by senior management (e.g. annual events) liaising with relevant parties as required;
• Coordinate travel arrangements including the processing of visas where required, as requested by senior management.
• Compile and track information for reporting purposes.

• Continually update knowledge and skills through professional development activities.
• Perform any other duties commensurate with this role.

• Significant reception experience in an international office environment
• Computer literate and proficient in the use of Microsoft Word, Excel and outlook
• Speaks and writes clearly and fluently in English to both individuals and groups
• Demonstrates a polite and friendly manner with a clear and precise telephone voice
• Numerate
• Proactive
• Interpersonal and customer facing skills
• Cultural awareness and sensitivity
• Extremely organized with strong time-management skills
• Ability to work independently and with others