Receptionist | Head Office

Role Overview

Receptionist, Head Office at Alfanar, based at the head office location.

Role Purpose

Manage meeting room scheduling and reception services, serve as the primary point of contact for tenants and visitors, provide administrative support, handle inquiries and complaints, coordinate across departments, and oversee DHL shipments to maintain an organized and efficient office environment.

Key Responsibilities

Meeting Room Management

• Oversee the scheduling and reservation of all meeting and conference rooms.
• Ensure proper preparation and setup for meetings and conferences.
• Monitor and manage meeting room availability and usage to optimize space allocation.

Reception Operations

• Manage all reception procedures for the Head Office, ensuring a smooth and professional front desk operation.
• Register visitors' information in the visitor log and issue access cards when necessary.
• Greet visitors and provide them with necessary access or instructions for their meetings.
• Respond promptly to requests from visitors and guests, keeping them informed of the status of their requisitions.

Tenant & Administrative Support

• Act as the main point of contact for tenants and building occupants regarding meeting room use and building services.
• Provide administrative support as required, including assisting with inquiries, requests, and complaints.

Complaint Management

• Handle complaints received through phone, email, or other communication channels.
• Resolve issues in a timely and professional manner while ensuring tenant satisfaction.

Shipment Coordination

• Oversee the sending and receiving of DHL shipments, ensuring accurate data entry and communication with recipients.
• Contact receivers and ensure prompt and accurate delivery of parcels.

Cross-Department Coordination

• Collaborate with other divisions, departments, sections, and colleagues to ensure seamless service delivery to tenants, visitors, and guests.

Operational Excellence

• Perform planned activities to meet operational and development targets as per delivery schedules.
• Utilize resources effectively to achieve objectives within efficient cost and time.
• Provide periodic reports formatted with details of deviation and execution of planned tasks.
• Solve problems that arise and escalate complex operational issues appropriately.
• Ensure quality requirements through effective quality control and processes.
• Coordinate well-defined written systems, policies, and procedures and seek automation opportunities.
• Comply with related policy, procedures, and work instructions.
• Ensure compliance with relevant safety, quality, and environmental management procedures and controls within the defined area of work activity to guarantee safety, legislative compliance, and delivery of high-quality products and services.
• Obtain updated soft and technical skills related to the job.

Qualifications & Experience

• Diploma Degree in Administration Institute or any relevant field.
• 2 to 4 years of work experience.

Skills & Competencies

• Work Order Management.
• Employee Records Maintenance.
• Office Equipment Operation.