Receptionist & Admin Executive

Zahrawi Group is a leading company in the GCC Healthcare Industry with its presence in UAE, KSA, Qatar, Bahrain, & Oman markets. The company supplies and distributes high-quality products and services to Hospitals, Clinics, Laboratories, & Analytical Industries.

JOB BRIEF

The Receptionist & Admin Assistant is accountable for handling all phone calls and maintaining the reception area.

ACCOUNTABILITIES:

Policies & Procedures:

• Adhere to all Zahrawi Policies & Procedures as applicable.

Reception:

• Managing the reception area; welcoming visitors and directing them to the right place.
• Attending all incoming telephone calls, determining the purpose, forwarding the call to concerned personnel and sending emails if needed regarding the call.
• Handling the reception email address, and direct and prioritize tasks received accordingly.
• Maintaining international phone log, Zahrawi extensions, fingerprint access, staff files, contract & agreement files, and updating them frequently.

Administration:

• Maintaining meeting rooms schedule and arranging the bookings as per importance and capacity of rooms.
• Third party suppliers’ management including their access & scoop of work completion.
• Hotel Credit Applications, forms and documents that require Zahrawi information filling and signing from the respective approvers.
• Keeping scanned records of all-important contracts and agreements sent from or received at Abu Dhabi office.
• Office inspection multiple times a day focuses on clean, organized, maintain functionality, reporting to contracted teams for rectification.
• Assisting and supervising in the filing and distribution of documents to ensure it is done by the office assistant properly.
• During the absence of the office assistant, responsible for the documents and non-documents sent with the drivers to office and Warehouse and following up with Admin Team to ensure receiving them, responsible of handling DHL Courier.

Office Coordination:

• Emailing scanned copies of the cheques and receipt vouchers to the finance department.
• Coordinating with sales coordinator for tenders.
• Addressing technical issues to the IT department and Supporting IT to ensure all connections are running well in the office.
• Supporting and assisting sales and service divisions with scanning, printing, finding LPOs, contracts and agreements, arranging the staff files of personal documents, arranging staff meetings.

Management Coordination:

• Arranging the Group VP’s MS teams calls and following up with the attendants.
• Maintaining the Group VP’s business cards file and updating it when requested.
• Attending all the Events Planning Virtual Meetings and ensuring bringing up creative ideas, following up with the plan and arranging the events in AUH office

REQUIREMENTS

• Education: Bachelor’s degree
• Additional details:
  • Candidate should be willing to move to Company Visa (when applicable)
  • Candidate should be based in the UAE
• Experience: 1 – 2 years of experience
• Job Specific Skills: Reception, Admin