Receptionist (Proficiency in Arabic / Oil & Gas domain)

Our client, a leading organisation in the Oil & Gas sector, is seeking a highly professional Receptionist (Arabic proficiency is a must) to manage reception operations, communication channels, administrative support, and coordination activities across the business.

Key Responsibilities

1. Telephone Board Management

• Operate and manage the telephone switchboard efficiently.

• Receive, screen, and forward calls to appropriate employees.

• Maintain and regularly update the company's employee contact database.
  

2. Front Office & Visitor Management

• Ensure the reception area is clean, organized, and presentable at all times.
• Greet and assist business visitors and guests, directing them to relevant employees.

3. Mail & Courier Handling

• Receive and dispatch all incoming and outgoing mail and couriers.

• Maintain detailed logs and ensure timely distribution to concerned employees.

4. Office Supplies & Inventory Management

• Monitor, track, and replenish office stationery, pantry items, and general supplies.
• Prepare related inventory and consumption reports.

5. Administrative & HR Support

• Assist HR and support departments in preparing official letters, documents, and correspondence in both Arabic and English.

6. Meetings & Coordination

• Schedule, book, and coordinate meetings and conference rooms.

7. General Administrative Duties

• Perform photocopying, scanning, filing, mailing, and document retrieval.

• Maintain well-organized electronic and physical filing systems.

• Draft business letters and follow up on requisitions and invoice payments

• Handle any additional tasks while maintaining strict confidentiality.

8. Ethics, Compliance & HSSE

• Perform all duties in line with company ethics and compliance standards.

• Follow all HSSE requirements and policies, ensuring safe and compliant work practices.

Internal & External Interactions

• Internal: All departments and administrative teams

• External: Business visitors, service providers, courier companies, and administrative vendors

Qualifications & Experience

• Diploma in Management, Business Administration, Arts, or Secretarial Studies.
• Minimum 2 years of administrative or front-office experience (Oil & Gas sector experience preferred).

• Prior experience in handling telephone switchboards is an advantage.

• Middle East experience strongly preferred.

Skills & Competencies

• Strong administrative and secretarial skills

• Excellent switchboard handling and customer interaction

• Advanced English & Arabic (written and spoken)

• Professional telephone etiquette

• Strong business writing skills

• High proficiency in MS Office (Word, Excel, Outlook, Windows)

• Fast and accurate typing (Arabic & English)

• Strong planning, organizing, and execution capabilities

• Detail-oriented with excellent follow-up skills

• Initiative-driven and able to work in a fast-paced environment