Receptionist

Role

Job Purpose

Key Responsibilities

• Specific duties will vary considerably according to specific needs of the office.
• These include but are not limited to:
• Meet and greet clients, delivering high-quality customer service while professionally representing the firm.
• Operate the main telephone lines by answering, screening, and promptly routing calls. Take telephone messages and forward them to the appropriate person as needed.
• Manage conference room and collaboration space bookings using the internal room booking system.
• Ensure the reception area and conference rooms are always kept tidy and presentable.
• Accompany clients to meeting rooms and take their refreshment orders.
• Arrange food / refreshments for internal and external meetings and events (when applicable)
• Set-up and connect conference calls
• Responsible for company office emails and live chat – Zendesk (For Head Office Only)
• Process client cheque payment
• Receive, log, and distribute incoming documents and couriers; manage outgoing mails.
• Arrange access cards for new joiners and visitors while maintaining accurate records.
• Coordinate travel, transportation, and accommodation arrangements in coordination with the Office Manager.
• Provide support with administrative tasks, including photocopying, filing, and basic translation as required.
• Assist the Office Manager in monitoring office supplies, including stationery.
• Ensure compliance with the Firm’s policies
• Perform other duties as assigned by the Office Manager / Reception Manager.

Personal Attributes

• The ideal candidate will have:
• A diploma in Secretarial or Administrative studies and at least 2 years of experience in a similar role, preferably within a law firm.
• Excellent verbal and written communication skills in English. Arabic is an advantage.
• Personal competencies including but not limited to attention to details, initiative, integrity and client service orientation.
• Strong interpersonal skills.
• A high level of organizational skills including, record keeping and planning.
• A proactive approach with the ability to work independently and collaboratively as a team player.
• Proficient knowledge of Microsoft Office Suite, Outlook, and internet browsing.
• Be able to maintain a high level of confidentiality and professionalism.

Working Relationships

• Internal Contacts: All levels staff and departments
• External Contacts: Clients, Suppliers and Service Providers

Diversity, Equity & Inclusion