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Receptionist

Date: 04-Oct-2021

Location: Ad Dawhah, QA

Company: Power International Holding

Job Summary

Performs administrative duties such as providing assistance and direction to visitors/guests/employees, taking telephone messages, screening and forwarding calls in the most professional and efficient manner in order to acquire good impression for the company.

Job Responsibilities 1

Principal Accountabilities

  • Remains professional and approachable at all times.
  • Provides excellent customer service to all visitors and act as a face of the organization to increase organization branding internally and externally.
  • Maintains confidentiality and accurately distribute, record or file correspondences, calls or queries at all times to ensure efficient traceability of all documents handled in the direct supervisor’s office.

 

Job Responsibilities 2

1. Customer Service : Ensures to remain professional and approachable at all times, provide excellent customer service to all visitors and act as a face of the organization to increase organization branding internally and externally.

  • Checks admission of guests without appointments to the direct supervisor on daily basis.
  • Maintains a log of visitors and appointments for easy reference on a daily basis.
  • Ensures to appear and act in a professional and pleasant manner with all visitors and score 90% or more in random performance surveys conducted by the department head.

2. Correspondence and Information Management:  Ensures to confidentially and accurately distribute, record or file correspondences, calls or queries at all times to ensure efficient traceability of all documents handled in the direct supervisor’s office.

  • Ensures that documents for the department are distributed to the concerned personnel on a timely manner on a daily basis.
  • Ensures that documents for the direct supervisor are properly screened / and organized in the signature file on daily basis.
  • Records distributed documents and monitor actions taken for correspondence that require reply on a daily basis.
  • Advise the direct supervisor for any documents / matters that require immediate attention on daily basis.
  • Ensures to screen and forward approved calls to the direct supervisor on daily basis.
  • Monitors all documents coming in or leaving the department in compliance to the quality management system at all times.
  • Ensures proper dissemination of mails to the department on daily basis.
  • Ensures that couriers / packages are delivered / received on timely manner.

3. Administrative and Facilities Management duties:  Manages or guides security personnel, team boy and messengers as and when required to ensure reception desk services are available at all times for visitors and employees.

  • Manages tea boys and messengers and security guards on a daily basis.
  • Ensures reception desk is not empty at any time.
  • Monitors  reception petty cash/ supplies and submit consumption reports on a weekly basis.

4. Administrative and General clerical duties :Ensures to record, monitor and maintain all documents for effective filing and business continuity at all times.

  • Ensures proper dissemination of mails to the department on daily basis.
  • Ensures that couriers / packages are delivered / received on timely manner.
  • Monitors and request for required reception supplies on a monthly basis.
  • Maintains all invoices for all expenditure from petty cash and file the invoices appropriately

 

Additional Responsibilities 3

Job Knowledge & Skills

  • Familiarity and working knowledge of general office machines (i.e. fax, copier, printers, etc.) required.
  • Knowledge on phone etiquette
  • Good Communication (oral and written)
  • Possess good understanding and knowledge in document control and management 
  • Proficient in computer systems, applications and programs

Job Experience

Total    3 year(s)  On Job      1 year(s) GCC     1 year(s)

 

Competencies

Agility - Developing
Demonstrates Resilience - Developing
Cultivating Loyalty & Integrity - Developing
Shows Entrepreneurial Spirit - Developing
Demonstrates Accountability - Developing
Strives for Innovation - Developing
Promotes Teamwork - Developing
Document And Archiving Management L1
Customer Service L1
Conference, Workshop and Event Organisation L2
Tracking System/ Ticketing Tools L1
Ms Microsoft Office (Word, Excel, Visio, Powerpoint) L1

Education

Associate Degree in any related field