Receptionist

Job Objective:

The role is responsible to provide a comprehensive, efficient and confidential receptionist service in the Batelco HQ building at Hamala and to assist with administrative related duties for assigned departments

Responsibilities:

Financial:

• Monitor and ensure timely and accurate payments to suppliers & partners for assigned departments
• Monitor and ensure adherence when executing operational transactions

Operational:

• Receiving external visitors at the front reception by greeting, welcoming, directing and announcing them appropriately.

• Answering/screening/forwarding incoming phone calls to the appropriate departments, when necessary

• Coordinating with the Mail Room to arrange for outgoing and incoming Post and DHL packages.

• Receive and direct calls and email requests from staff, including follow-ups with staff and 3rd party service providers.

• E=filing, updating databases, contacts, collate and centralise data/information.

• Ensuring reception area is tidy and presentable.

• Assist the Senior Office Manager with any/all administrative tasks that is assigned, which may include short-term cover for Office Mangers who go on leave. Duties for this may include the following:
-Provision of efficient and effective typing of executive and customer correspondence
-Performance of standard office procedures including scheduling appointments, processing mail, answering telephones and ordering supplies
-Maintenance of an efficient and effective filing system
-Receive, record and dispatch all incoming and outgoing correspondence
-Provide secretarial assistance and arrange accommodation and travel formalities

• Assisting assigned departments with all administrative tasks such as:
-Create PR’s for all requests related to the assigned department

-Follow-up with procurement on PO’s
-Follow-up with suppliers to enter invoices on Oracle system
-Ensure all payments are made to suppliers.
-Track, maintain, and update a log of all supplier payments through Microsoft Excel and team sharepoint sites
-Assist the assigned department with ensuring all suppliers agreements are up-to-date.

*Additional tasks may be required as per business needs

People:

Motivate and build a healthy work environment within the team. Provide support in resolving work related / other concerns in an effective manner.

Qualification:

• Diploma, Secretarial/Administrative

Experience:

• 1-2 years’ experience in relevant business domain
• Knowledge and proficiency in MS office and email etiquette
• Knowledge of Oracle/ERP system would be preferred