Description:
General front desk operations: greeting and welcoming clients, informing concerned employees about visitors, arranging for a drink for them, inviting them to a meeting room etc.
Answering incoming phone calls from customers, passing calls on or taking messages.
Preparing mails and courier packages, contacting courier companies to arrange for a pick up (FedEx and Aramex). Providing employees with accurate information on the status of all parcels, solving issues on lost parcels if there any.
Preparing petty cash requests and process some payments.
Coordination with Du or Etisalat (mostly DU) for new requests like company devices and lines, additional DATA packages, roaming issues etc.
Arranging cheques, invoices, samples deliveries to our clients with company drivers, keeping record of deliveries.
Distributing magazines and newspapers to the right departments, arranging subscriptions as well.
Making travel arrangements.
Renewing, adding and canceling insurance, applying for reimbursement.
Sending newsletters and general information about some events, announcements to colleagues.
Maintaining office stationery and pantry supplies.
Collaborating with a publishing company for new business cards, letterheads, envelopes, notebooks etc.
Setting up of a desk for new joiners (personal email, landline, working phone stationary etc.)
Coordinating on office maintenance repairs, IT related problems as well.
Providing admin support to the entire office.
Making different types of bookings for management (restaurants for business meetings, hotels reservations etc).
Preparing expense claims.
Renewing passports and applying for travel visas for management.
Preparing official letters, requests and work permits.
Assist in HR requirements.
Skills
Proven experience as office coordinator or in a similar role
Experience in customer service will be a plus
Knowledge of basic bookkeeping principles and office management systems and procedures
Outstanding knowledge of MS Office, “back-office” and accounting software
Working knowledge of office equipment (e.g. optical scanner)
Excellent communication and interpersonal skills in English
Organized with the ability to prioritize and multi-task
Reliable with patience and professionalism
Associate’s/College degree; BSc/Ba in business administration or relevant field is a plus
Experience:
Office Coordinator: 3 years (Preferred)
Answering incoming phone calls from customers, passing calls on or taking messages.
Preparing mails and courier packages, contacting courier companies to arrange for a pick up (FedEx and Aramex). Providing employees with accurate information on the status of all parcels, solving issues on lost parcels if there any.
Preparing petty cash requests and process some payments.
Coordination with Du or Etisalat (mostly DU) for new requests like company devices and lines, additional DATA packages, roaming issues etc.
Arranging cheques, invoices, samples deliveries to our clients with company drivers, keeping record of deliveries.
Distributing magazines and newspapers to the right departments, arranging subscriptions as well.
Making travel arrangements.
Renewing, adding and canceling insurance, applying for reimbursement.
Sending newsletters and general information about some events, announcements to colleagues.
Maintaining office stationery and pantry supplies.
Collaborating with a publishing company for new business cards, letterheads, envelopes, notebooks etc.
Setting up of a desk for new joiners (personal email, landline, working phone stationary etc.)
Coordinating on office maintenance repairs, IT related problems as well.
Providing admin support to the entire office.
Making different types of bookings for management (restaurants for business meetings, hotels reservations etc).
Preparing expense claims.
Renewing passports and applying for travel visas for management.
Preparing official letters, requests and work permits.
Assist in HR requirements.
Skills
Proven experience as office coordinator or in a similar role
Experience in customer service will be a plus
Knowledge of basic bookkeeping principles and office management systems and procedures
Outstanding knowledge of MS Office, “back-office” and accounting software
Working knowledge of office equipment (e.g. optical scanner)
Excellent communication and interpersonal skills in English
Organized with the ability to prioritize and multi-task
Reliable with patience and professionalism
Associate’s/College degree; BSc/Ba in business administration or relevant field is a plus
Experience:
Office Coordinator: 3 years (Preferred)
