The Receptionist & Office Assistant Urgently Needed

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Al Qarah, Eastern Province
Posted On
1 year ago

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Job description / Role

Job Purpose:

The Receptionist & Office Assistant will act as the first point of contact for visitors and will be responsible for providing office and administrative duties for the Depot facility in an effective and efficient manner.

The Receptionist & Office Assistant will have to manage a number of requests and projects at one time and may be interrupted frequently to meet the needs and requests of employees, visitors and customers within tight deadlines.

The Receptionist & Office Assistant may find the environment to be busy, noisy and will need excellent organisational and time and stress management skills to complete the required tasks.

Key Responsibilities:


- Monitoring and ensuring that the reception area is kept tidy and projects a business-like image

- Greeting and welcoming visitors and suppliers to the offices. Ensuring they sign in and out of the visitors book and informing the relevant member of staff of their arrival

- Being responsible for ensuring that the visitors book and staff movement sheets are removed from reception and taken to the outside meeting point in the event of an emergency

- Checking and signing for deliveries and informing the relevant member of staff of their arrival

Telephone System

- Receiving and transferring telephone calls, announcing callers, taking brief messages and passing these on via the email system or connecting callers to staff members direct line

- Reporting telephone equipment and line faults to the IT Manager and the Line Manager

- Reviewing and updating on a regular basis the staff contact and telephone extension lists. Advising all staff accordingly


- Establishing and maintaining appropriate administrative systems to support the work of the office

- Creating and maintaining filing systems and records. Ensuring they are accurate and up to date

- Managing meeting room bookings and resolving conflict when it arises

- Sorting and distributing of incoming post and courier documents

- Ordering and maintaining stock levels for general consumables and office stationary

- Arranging hotel and flight bookings for management, staff and visitors when required. Arranging business visas where necessary

HR Support

- Acting as the HR key liaison between the Kuwait depot and the Regional Human Resources team

- Maintaining the employee visa tracker and coordinating timely visa renewals

- Ensuring employee absences and sickness into the HR Information System. Monitoring employee attendance reports as required

- Submitting employee expense claims

Logistics Support

- Working with the Logistics Coordinator to coordinate the machine shipments from other GCC regions to Kuwait. Supporting with all associated shipping documentation such as invoices and Bill of Lading


- Managing the petty cash float

- Coordinating supplier payment requests

- Compiling and cross-checking employees telephone bills for management approval

- Preparing LPOs (Local Purchase Order) and sorting invoices for payment

- Working with the Credit Control team to handle customer debit notes and preparing credit notes after checking for discrepancies and validity
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