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Receptionist

Date: 21-Jun-2022

Location: EG

Company: Majid Al Futtaim

Majid Al Futtaim invites you to join us in our quest to create great moments for everyone, everyday! We are the leading shopping mall, residential communities, retail and leisure pioneer across the Middle East, Africa and Asia, serving over 560 million visitors a year. For the past two decades, we have shaped the consumer landscape across the region, transforming the way people shop, live and play, while maintaining a strong sustainability track record and the largest mall in the world to attain LEED Gold EBOM Certification. We have over 40,000 team members in 15 international markets representing over 100 nationalities – all keeping the customer at the heart of everything we do. If you enjoy being BOLD, PASSIONATE and TOGETHER, then Majid Al Futtaim is the destination for you.

Job Purpose:

  • Responsible for administration work for the HEAD OFFICE including ensuring that all visitors, clients have a positive impression of MAF and are treated courteously and professionally.
  • To organize meetings for Senior Management and handle meeting calendars for Senior Managers accurately and promptly plus being responsible to fill in travel forms or any required forms for the senior management.
  • Job duties may be clerical, administrative, and project-based and include scheduling travel, arranging meetings/corporate events, handling information requests, personal expenses, preparing reports and correspondence and liaising with different levels of management. The role also covers all the administration support to the Head Office.

Job Details – Key Responsibilities and Accountabilities:

General:

  • To give visitors a positive impression of the GS - EGYPT culture by behaving in a professional and helpful manner.
  • Handling meeting rooms schedule and meeting calendars” for senior managers.

 

Customer Service Attendance:

  • Treat visitors to the office courteously and inform the relevant staff of their arrival promptly.

 

Meeting Room Bookings:

  • Ensure meeting rooms are kept tidy throughout the day by liaising with the Office boy.
  • Allocate and book meeting rooms for employees when requested.

 

Mail / Courier Services: 

  • Receive and dispatch the courier mail in an efficient manner.
  • Receive and record incoming documents and parcels on a log-book.
  • Responsible for dispatching documents and parcels through Courier.
  • In-charge of creating Purchase Requests for DHL/Aramex and follow up till payment is done through following the company process.
  • Ensure Airway-bills are filled out accurately by employees before sending them through Courier.

 

Travel & Booking Related Work:

  • Fill in forms on behalf of Senior Management ex. BTAs.
  • Prepare Purchase Requests for HEAD OFFICE related to Hotels, tickets, general events.
  • Arranging travel for HEAD OFFICE employees.
  • Creating BTAs/ Vacation forms or any other forms related to Country Head that need approvals from CEO and follow up and file.
  • Prepare invitation letters for visitors.
  • Filing & keeping records for invoices, contracts, BTAs.

 

Administrative Work:

  • Supervising day-to-day operations of the administrative department and staff members (driver(s)/office boy(s))
  • Managing telecom company accounts / procedures and mobiles custody.
  • Manage and order stationary for GS - EGYPT HO, following up and monitoring consumptions and keeping track to have inventory as not to be out of stock.
  • Managing kitchen supplies & beverage for GS - EGYPT HO:
    • Prepare list of supplies based on number of employees and visits.
    • get a quotation from the supplier
    • Preparing a Purchase Request on Oracle
    • Receiving the goods
    • Creation of GRs on Oracle.
  • Handling all office utilities related invoices and payments follow up as per finance.
  • Handling printing orders for business cards for senior Management and HO letter heads – envelops – folders – notebooks as following guidelines.
  • Filing & keeping records for invoices, contracts, BTAs and NDAs for GS - EGYPT HO
  • Arranging birthday’s celebrations for HEAD OFFICE employees.
  • Managing Vodafone Accounts / procedures and mobiles custody.
  • Carry out general administrative duties as requested by the line manager.

 

Measure of Success – Illustrative KPIs:

  • Maintain good relations with third parties.
  • Maintain good relationship with the communication/ telecom company.

 

Other Context (if applicable):

Financial Responsibilities:

  • Keep custody of outgoing and incoming cheques for company and clients.
  • Receiving invoices with alignment with Finance team.
  • Compliance with travel and booking related policies.

Personal Characteristics and Required Background:

Skillset (job specific technical skills and behavioral competencies needed)

  • Must have a pleasing personality.
  • Good, positive attitude and excellent “people skills”
  • Well groomed, professional and presentable
  • Patient and good ability to handle high pressure situations
  • Good organizational skills, punctual and hard working
  • Must be computer literate.
  • Should have good communication skills in English and Arabic.
  • Understand the organization of GS - EGYPT, the main elements of its business and the key executives and employees.
  • Be able to deal with different nationalities in a courteous and helpful manner.

 

Minimum experience and qualification s

  • University graduate.
  • Should have 1-3 years of work experience in administrative work in a leading company of over 500 employees.
  • Welcoming Guests & Customers Etiquette
  • Pleasant
  • Assertive
  • Loyal