ACCOUNTABILITIES:

Policies & Procedures:

• Adhere to all Zahrawi Policies & Procedures as applicable.

Reception:

• Managing the reception area; welcoming visitors and directing them to the right place.
• Attending all incoming telephone calls, determining the purpose, forwarding the call to concerned personnel and sending emails if needed regarding the call
• Handling the reception email address, and direct and prioritize tasks received accordingly.
• Maintaining international phone log, Zahrawi extensions, fingerprint access, staff files, contract & agreement files, and updating them frequently.
• Maintaining meeting rooms schedule and arranging the bookings as per importance and capacity of rooms.
• During the absence of the office assistant, responsible of the documents and non-documents sent with the drivers to Abu Dhabi Office and Dubai Warehouse and following up with Abu Dhabi Admin Team to ensure receiving them, responsible of handling DHL Courier.

Administration:

• Arranging the Group VP’s MS teams calls and following up with the attendants.
• Maintaining the Group VP’s business cards file and updating it when requested.
• Third party suppliers’ management including their access & scoop of work completion.
• Emailing scanned copies of the cheques and receipt vouchers to finance department.
• Hotel Credit Applications, forms and documents that require Zahrawi information filling and signing from the respective approvers
• Addressing technical issues to IT department and Supporting IT to ensure all connections are running well in the office
• Keeping scanned record of all-important contracts and agreements sent from or received at Abu Dhabi office.
• Office inspection multiple times a day focus on clean, organized, maintain functionality, reporting to contracted teams for rectification
• Assisting and supervising in the filing and distribution of documents to ensure it is done by the office assistant properly.
• Attending all the Events Planning Virtual Meetings and ensuring bringing up creative ideas, following up with the plan and arranging the events in Dubai office
• Coordinating with sales coordinator for tenders.
• Supporting and assisting sales and service divisions with scanning, printing, finding LPOs, contracts and agreements, arranging the staff files of personal documents, arranging staff meetings.

REQUIREMENTS

• Education: Bachelor’s degree
• Additional details: 
  • Candidate should be willing to move to Company Visa (when applicable)
  • Candidate should be based in the UAE
• Experience: 1 - 2 years of experience
• Job Specific Skills: Reception, Admin