Receptionist

Role Overview

Receptionist at Al Shirawi Group. The role serves as the primary point of contact for the facility, managing visitor interactions, administrative operations, and quality, health, safety and environment (QHSE) support.

Role Purpose

Deliver professional front desk services including call handling, visitor management, and facility coordination. Support QHSE compliance and incident reporting across the site while maintaining a welcoming, safe reception environment.

Key Responsibilities

Reception & Customer Service

• Answer telephone calls, transfer calls accurately, and take detailed messages.
• Greet customers in a pleasant manner and provide facility information.
• Provide customers with product and service information.
• Record customer requests and provide information on available facilities.
• Provide special care to VIP guests and ensure they experience the best facilities.
• Route calls to the appropriate resource.
• Follow up customer calls where necessary.

Front Desk Operations

• Ensure the front desk atmosphere remains neat, clean, and tidy.
• Ensure all facilities in the main reception area are in working condition.
• Arrange necessary maintenance for any facility issues.
• Perform administrative and clerical duties, including opening and distributing mail, filing, data entry, and preparation of necessary documents.

Stakeholder Coordination

• Handle communication with tenants, vendors, contractors, securities, facilities management teams, call centers, operations administrators (OA), and operations coordinators (OC).
• Coordinate CAFM and PPM (Computerized Facilities Management and Planned Preventive Maintenance) appointments with tenants.
• Identify and escalate priority issues.

QHSE Compliance & Safety

• Coordinate with the QHSE Department for site-related QHSE issues.
• Assist the site or departmental manager to execute daily QHSE requirements.
• Provide assistance in implementation of the QHSE management system to achieve organizational goals.
• Coordinate with other departments for QHSE resources necessary for the workgroup.
• Assist the site or departmental manager to take corrective actions upon identification of non-conformance.
• Report all near misses, dangerous occurrences, and incidents.
• Assist the team in preparing incident reports.
• Assist the site or departmental manager to assess and execute QHSE training requirements.
• Participate in site QHSE meetings.
• Participate in the site-level hazard identification and risk assessment team.
• Ensure all workers under management are aware of internal QHSE alerts.
• Stop any unsafe activity.
• Undertake support services to correct unsafe conditions at the site or department level.
• Escalate safety concerns to management.

Qualifications & Experience

• Good language skills.
• Knowledge in handling tenants, vendors, contractors, and coordination with security, facilities management, call center, and administrative teams.
• Experience with CAFM and PPM appointment handling with tenants.

Skills & Competencies

• Professional telephone communication and call routing.
• Customer service and hospitality management.
• Administrative and clerical proficiency.
• Data entry and document management.
• QHSE awareness and incident reporting.
• Hazard identification and risk assessment participation.
• Facility issue identification and escalation.

Additional Information

Authority

• Use site or department resources under guidance of the Site Manager.
• Participate in internal meetings as required.
• Access site or department files and maintain documents and records.
• Coordinate with QHSE and other departments on QHSE issues.
• Stop any unsafe activity.
• Undertake support services to correct unsafe conditions at site or department level.
• Escalate safety concerns to management.

Accountability

• Maintenance of files, documents, and records of site operations.
• Compliance with company QHSE regulations.
• Data collection and document maintenance.
• Reporting of incidents.