Receptionist & Office Assistant – Kuwait – Rapid Access – Kuwait

MAIN PURPOSE OF JOB:

The Receptionist & Office Assistant will act as the first point of contact for visitors and will be responsible for providing office and administrative duties for the Depot facility in an effective and efficient manner.

The Receptionist & Office Assistant will have to manage a number of requests and projects at one time and may be interrupted frequently to meet the needs and requests of employees, visitors and customers within tight deadlines.

The Receptionist & Office Assistant may find the environment to be busy, noisy and will need excellent organisational and time and stress management skills to complete the required tasks.

 

KEY RESPONSIBILITIES:

Reception

Monitoring and ensuring that the reception area is kept tidy and projects a business-like image

Greeting and welcoming visitors and suppliers to the offices. Ensuring they sign in and out of the visitors book and informing the relevant member of staff of their arrival

Being responsible for ensuring that the visitors book and staff movement sheets are removed from reception and taken to the outside meeting point in the event of an emergency

Checking and signing for deliveries and informing the relevant member of staff of their arrival

Telephone System

Receiving and transferring telephone calls, announcing callers, taking brief messages and passing these on via the email system or connecting callers to staff members direct line

Reporting telephone equipment and line faults to the IT Manager and the Line Manager

Reviewing and updating on a regular basis the staff contact and telephone extension lists. Advising all staff accordingly

Administration

Establishing and maintaining appropriate administrative systems to support the work of the office

Creating and maintaining filing systems and records. Ensuring they are accurate and up to date

Managing meeting room bookings and resolving conflict when it arises

Sorting and distributing of incoming post and courier documents

Ordering and maintaining stock levels for general consumables and office stationary

Arranging hotel and flight bookings for management, staff and visitors when required. Arranging business visas where necessary

HR Support

Acting as the HR key liaison between the Kuwait depot and the Regional Human Resources team

Maintaining the employee visa tracker and coordinating timely visa renewals

Ensuring employee absences and sickness into the HR Information System. Monitoring employee attendance reports as required

Submitting employee expense claims

 

Logistics Support

Working with the Logistics Coordinator to coordinate the machine shipments from other GCC regions to Kuwait. Supporting with all associated shipping documentation such as invoices and Bill of Lading

Finance

Managing the petty cash float

Coordinating supplier payment requests

Compiling and cross-checking employees telephone bills for management approval

Preparing LPOs (Local Purchase Order) and sorting invoices for payment

 

Job Details

Preferred Candidate

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