Reception and administration officer based in Abu Dhabi (Emiratization)

1                        Mission

To provide the highest standards of customer service and administration at the reception area of ADP Ingenierie's Abu Dhabi office, ensuring that visitors feel welcomed and leave with a great first impression.

2                        Line and Staff Relations

The Receptionist & Administration Support Officer reports to the Head of Administration and Workplace at ADP Ingenierie Abu Dhabi Branch.He/She has relation with:

• All the local staff
• All the external entities necessary to his/her job execution

3                        Key Responsiblities

Reception Desk , Office Quality & Safety

• Welcome guests, ensure that details are recorded in visitor's log, provide visitor's ID, offer refreshments and inform the receiving employee without delay
• Screen and direct all incoming calls, record and pass on messages and assist with outgoing call requests
• Administer courier, stationery and transfer requests

• Ensure the overall standard of cleanliness at the reception, visitors' lounge and meeting rooms is maintained by coordinating with the Office Attendant

• Ensure that all equipment at the reception and lounge area are in good working order and report any technical issues to IT or line manager for immediate action

• Regularly update the Emergency Log Book with scheduled fire inspections, false fire alarms and accident and first aid administration details

• Conduct daily staff check in line with safety procedures in the event of emergency evacuation

• Oversee the Health, Safety and Security access at the reception area and report any issues to the line manager.
• Participate in emergency evacuation procedures as Assembly Point Coordinator

Administration Support

• Submit monthly report to the Line Manager covering mission travel related bookings, medical claims, outstanding items, issues, etc.
• Coordinate supplier collections, deliveries and obtain NOC from building's management as requested by line manager
• Record and report all maintenance issues to the line manager and building's management as necessary
• Maintain an efficient filing system both in shared folder and box files for incoming and outgoing couriers, mail, driver's daily log, annual and mission travel, medical claims, etc.
• Manage procurement and reception activities
• Assist with organizing internal and external events by locating venues, liaising with attendees, negotiating rates, etc.

Travel Management

• Manage mission travel requests ensuring that the required information, documentations, and approvals are obtained and registered in travel System.
• Ccoordinate with Paris travel team to follow-up pending approvals and missing project codes
• Troubleshoot any technical issues in travel system or escalate to Paris if unable to resolve
• Compare agency and airline rates to obtain the best value for the required flight and hotel bookings in line with standard procurement procedures
  
• Regularly update employees' profiles in travel system
  

4                        Profile Specifications – Minimum Requirements

• 5 years of experience in managing reception desk and executing administration activities in a fast paced environment
• Bachelors degree in any field
• Ability to communicate in an effective manner via email and phone
• Well presented and has a pleasant personality
• Experienced in MS Office Suite (Word, Excel, PowerPoint, and Outlook) and Internet.
• Key Competencies : Planning & Organization, Results Driven, Flexibility and Customer Focus

 NOTE: This role is reserved for UAEN only - candidates who do not fulfill the requirements will not be contacted

NOTES FOR THE JOB HOLDER & LINE MANAGER

The job description is not limited to the above stated areas. Additional responsibilities can be added based on the nature of the business and the requirement of the role.