Administrative and Customer Service

Reports To: Admin Head Reception Duties: Greet and welcome visitors, clients, and employees, ensuring they are directed to the appropriate person or department. Phone Handling: Answer, screen, and forward incoming phone calls while providing basic information when needed. Visitor Management: Maintain visitor logs, issue visitor badges, and ensure the security and confidentiality of the workplace. Scheduling and Coordination: Manage the booking of meeting rooms and coordinate the schedule for the front office area, including prioritizing meetings for the CEO. Correspondence: Handle incoming and outgoing mail, courier services, and email inquiries efficiently. Customer Service: Address customer and visitor inquiries, providing accurate information and assistance as needed. Office Support: Assist with administrative tasks such as filing, photocopying, data entry, and maintaining office supplies. Record Keeping: Maintain records related to the front office, including contact lists, appointment logs, and other relevant documents. CEO Assistance: Offer support to the CEO as needed, including managing appointments, coordinating travel, and handling urgent communications. Provide direct administrative assistance to the CEO by managing correspondence, preparing reports, and organizing travel arrangements. Collaboration: Work closely with other departments to coordinate activities and ensure a seamless flow of information within the office. Maintenance Coordination: Liaise with maintenance and housekeeping staff to ensure the front office area is clean and well-maintained. Office Management: Oversee daily office operations, ensuring that the office is well-maintained, organized, and running efficiently. Document Management: Maintain and organize office files and records, ensuring that all documents are easily accessible and properly stored. Project Support: Provide support for special projects, including research, data analysis, and coordination of team activities. Procurement: Order office supplies and equipment, manage inventory, and liaise with vendors to ensure timely delivery. Budget Management: Assist in preparing and monitoring the office budget, including tracking expenses and preparing financial reports. Human Resources Support: Assist with HR-related tasks such as onboarding new employees, maintaining personnel records, and coordinating training sessions. Event Coordination: Organize and coordinate company events, meetings, and conferences, including logistics and catering. Compliance: Ensure that the company’s administrative processes are in compliance with relevant regulations and standards. Problem Solving: Address and resolve any administrative issues or conflicts that arise in the office. Confidentiality: Handle sensitive information with discretion, particularly in relation to the CEO’s activities and communications. Qualifications:

• Bachelor’s degree or equivalent in any discipline.
• 4+ years of experience in a front office or customer service role, with experience supporting senior executives preferred.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
• Excellent interpersonal and communication skills.
• Strong organizational and multitasking abilities.
• Professional appearance and demeanor.
• Ability to remain calm and composed under pressure.
• Basic understanding of administrative procedures and equipment.
• Experience in scheduling and travel coordination for executives is a plus.

Personal Attributes: Detail-Oriented: Pays close attention to detail and accuracy. Proactive: Takes initiative to anticipate and resolve issues. Reliable: Dependable and trustworthy in handling responsibilities. Adaptable: Can adjust to changes and work in a dynamic environment. Empathetic: Understands customer needs and provides compassionate service. Positive Attitude: Maintains a positive and professional demeanor. Team Player: Works well with others and contributes to a collaborative environment. Job Type: Full-time Pay: RO300.000 - RO400.000 per month