RECEPTIONIST - SAUDI NATIONAL

You will be responsible for the front desk, including meeting and greeting visitors, answering, and connecting incoming calls, as well as performing miscellaneous related administrative tasks and providing back up assistance to Operations team.

RESPONSIBILITIES

• Greet visitors in a professional and courteous manner, direct all visitors to sign in, and notify appropriate employee(s) of their visitor's arrival.
• Track and properly log in/out all visitors.
• Manage and assign guest and client meeting rooms. / Catering when requested
• Manage and assign guest security access cards.
• Answer calls to switchboard and route calls promptly to appropriate destination and according to company guidelines.
• Take accurate messages obtain caller name, time of call, company name as appropriate.
• Co-ordinate mail, log incoming packages/mail from a variety of couriers.
• Manage meeting room requests (Outlook).
• Arrange with Office Attendants for visitor refreshments and catering for clients meetings in the office.
• Arrange transportation services for clients and visitors when needed (Careem or other approved transportation services providers).
• Maintaining contact with external vendors and suppliers.
• Follow up any office requests/queries and maintenance problems reported from meeting rooms and reception area with Facilities team.
• Assign new joiners office access cards for both office and building.
• Brivo/Careem/Uber/Tadawul access user profiles daily housekeeping of records.
• Update Office Space Map and room details and booking permissions
• Update Outlook / Resource room details and booking permissions
• Apply for building access cards for new hires/ COS and Transfers.
• Handling and monitoring petty cash, liaising with Finance for replenishment.
• Maintaining stock control of all reception items (access cards, lanyards, plastic holder and medicine).
• Arrange BST gifts for teams when requested (flowers/cakes).
• Arrange and ordering the monthly birthday cake.
• Coordinated new joiner photoshoot sessions by liaising with the vendor, distributing final pictures to participants, and updating the SharePoint link.
• Manage excel databases, maintaining information and creating reports (Uber/Careem/access cards).
• Keep the reception SOPs and reception SharePoint folder up to date.
• Monitor the Brivo CCTV system to always ensure continuous operation and accessibility.
• Admin support for employee business card requests and updating the tracking log.
• Manage OTC handed over to employees upon request and ensure that the waiver form is duly signed.
• Anticipating and coordinating necessary operational support.
• Building working relationships with key stakeholders.
• Maintain highest level of internal and external confidentiality.
• Perform general office duties/office support such as faxing, printing, binding, and updating of email distribution lists etc. when needed.
• Work closely with the operations team when needed.
• Performing other office duties as assigned by your line manager.

YOURE GOOD AT:

• You are highly capable of demonstrating a working knowledge of your primary function.
• You are a strong and active contributor in the team.
• You are great at interacting with internal and external stakeholders across functions and networks outside of your own area.
• You have a strong sense of customer service skills and mind-set.
• You are extremely focused people with a certain 'joie de vivre'.
• You can solve routine problems by choosing and developing alternatives.
• You can address issues and suggest solutions within your area of scope.
• You have an eye for detail and a habit of keeping track of what is going on around you.
• Organizational skills, always keep a tidy workspace and tidy reception area.
• You have working knowledge of project management.
• You have the skillset and the ability to multi-task whilst processing projects and initiatives.
• The ability to stay calm and focused whilst handling many tasks in an effective manner.
• You have a strong ability to work under pressure.
• You are results driven, self-motivated, reliable, punctual, flexible and can be empathetic at times.

YOU BRING:

• Strong verbal and written communication skills; fluency in English and Arabic.
• Advanced level computer skills; MS Word/Excel/PowerPoint/Outlook.
• Advanced level of dealing with technical support/office equipment.
• Previous experience working in hospitality and reception backgrounds is a must.

Ability to perform successfully in a fast-paced, intellectually intense, service-oriented environment.

Ability to respect all information as personal and confidential.

Ability to stay customer focused on all times.

YOULL WORK WITH:

You will be working closely with the Operations team. You will interact daily with internal teams and external vendors. The team is very collaborative and enjoys learning and mentoring each other. Your manager will be a great resource for support and troubleshooting and will provide developmental guidance and support as you grow your career.

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