Internal Firm ServicesIndustry/SectorNot ApplicableSpecialismIFS - AdministrationManagement LevelAssociateJob Description & SummaryTo operate switchboard and handle reception area activities. Serves as the first point of contact with the firm and the office for visitors and callers. Handle all internal and external inquiries and carry out administrative activities of the front office.Job ResponsibilitiesFinancialAdhere to the allocated budget for the administrative function of the officeCustomerGreet visitors and make sure all callers and visitors are dealt with promptly, courteously and accuratelyEnsure visitors are made comfortable, met on a timely basis by their host, shown to the appropriate room and assisted with parking if relevant.Internal ProcessOperate the switchboardScreen and route incoming telephone calls, take messages, and answer incoming queriesMaintain visitor and caller logs Receive deliveries and coordinate outside delivery/courier services with the help of Office administratorsAnswer queries from visitors and callers, and refers them to the appropriate person Perform general maintenance of the reception areaManage incoming and outgoing faxes (may be performed by Office Administrators in certain locations)Ensure mail and faxes are distributed to the appropriate person accurately and in a timely manner (may be performed by Office Administrators in certain locations) Book meeting rooms and collaborative space and maintain tidiness (may be performed directly online in certain locations)Support office manager in events planning and organization Act in accordance with regulationsPerform other administrative duties as requiredLearning and GrowthWork towards being a high quality internal service provider and ensure that all administrative support requirements are being metAct as a key resource and liaison to other functional areas of the business, building cross-functional relationships as neededEducationHigh school certificate (equivalent) or Bachelor’s degreeLanguageFluency in spoken and written English, proficiency in Arabic is an advantage, French is a plus Overall Experience0-1 years of experience in front desk or receptionist roleSpecific SkillsExperience with a professional services firm is an advantage Knowledge And SkillsStrong organizational skillsExcellent oral communication and interpersonal skillsMust possess a professional telephone mannerDemonstrated ability to work under pressureDemonstrated ability to work on own initiativeDemonstrated team playerMust possess a warm, friendly and professional demeanorBasic PC skills on excel and wordBasic keyboard skills (at least 25 wpm)Education (if blank, degree and/or field of study not specified)Degrees/Field Of Study RequiredDegrees/Field of Study preferred:Certifications (if blank, certifications not specified)Optional SkillsRequired SkillsDesired Languages (If blank, desired languages not specified)Travel RequirementsNot SpecifiedAvailable for Work Visa Sponsorship?NoGovernment Clearance Required?No