Administrative Services Representative

REPORTING TO: Manager Government Relations and Administration DEPARTMENT: Administration 1- JOB PURPOSE Your role will be the first point of contact for the company, and you will provide administrative support across the organization. You will handle the flow of people through the business and ensure that all receptionist responsibilities are completed accurately and delivered with high quality and in a timely manner. 2- RESPONSIBILITIES AND DUTIES • Assist visitors by greeting, welcoming, directing and announcing them appropriately. • Answer, screen and forward any incoming telephone calls while providing basic information when needed. • Maintain register of distribution of all external and internal mail/deliveries/couriers. • Coordinates with the drivers/office boy in the collection of letters from post office and documents to the insurance companies. • Receiving letters, documents, faxes and arrange the same for distribution or handed over to the respective department/person. • Maintain security by following procedures and controlling access (monitor visitors logbook, act as a gate-keeper whilst ensuring only designated visitors are allowed to the premises). • Update appointment calendars and schedule meetings/appointments. • Source suppliers when needed. • Perform other clerical receptionist duties such as filing, photocopying, collating, faxing etc. • Direct office helpers to ensure the health and safety of the employees under the same floor. • Replacing administration staff during their vacations; Job rotation • Other duties and cross-functional projects as may be assigned 3- KNOWLEDGE, SKILLS AND EXPERIENCE • Must be computer literate. • Must be service oriented. • Should be a team player with an aptitude for customer service. • Candidate must be tactful and discrete when dealing with clients and must be able to handle confidential information. • • Bachelor s Degree in a reputable university. • 1- 2 years experience in the administration and receptionist field. • Basic industry knowledge (healthcare / insurance). • Excellent command of the English language, Arabic is a plus. • Excellent oral and written communication skills.