Reception Administrative Assistant

Main Purpose

Key Responsibilities

• Assist the Administration and Logistics Manager in implementing and maintaining office systems and procedures.
• Help coordinate and manage office activities and operations to secure efficiency.
• Provide general support to the Administration and Logistics Manager as needed.
• Assist in the preparation of regularly scheduled reports and documentation.
• Maintain electronic and hard copy filing system, ensuring information is organized and easily accessible.
• Receive and direct visitors and clients.
• Handle requests for information and data from colleagues and Directors.
• Monitor and maintain office supplies and stations inventory, placing orders when necessary.
• Ensure office equipment is properly maintained and serviced.
• Assist in the management of staff schedules, appointments, and meetings.
• Assist with travel arrangements for staff as required.
• Provide support for mailing, shipping, and receiving logistics.

Transportation Coordination

• Assist in scheduling and coordinating drivers for staff transportation.
• Help with route planning and optimization for staff pick-up and drop-off services.
• Maintain records of vehicle usage, maintenance schedules, and driver details.
• Provide administrative support in managing transportation-related documentation such as vehicle insurance, registrations, and driver licenses.
• Communicate with drivers to relay information or changes in schedules and routes.
• Assist in resolving any transportation-related issues that arise.

Qualifications

• Diploma or equivalent; further education or certification is a plus.

Knowledge and Skills

• A proactive and collaborative approach to work.
• Strong problem-solving skills and attention to detail.
• Flexibility and adaptability in a dynamic work environment.

Experience

• Minimum 2 years of proven experience as an office assistant or in a similar administrative role.
• Basic understanding of office management systems and procedures.
• Proficiency in MS Office and other office software.
• Good organizational and time management skills.
• Excellent written and verbal communication skills in both Arabic and English.
• Ability to work well under limited supervision.
• Candidates will be assessed based on relevant qualifications, skills, experience, and ability to perform essential duties, with reasonable accommodations where appropriate.