Job Description

Overview

Working as Receptionist / HR Operations Administrator you will provide administrative support to the People department in addition to supporting reception and guest services, mail services, phone, meeting rooms and location services.


Responsibilities

• First point of contact for the organization, coordinating all front desk and office activities.
• Perform administrative duties such as conducting research, updating and maintaining databases, preparing company forms and maintaining confidential files in a timely manner.
• Work with People team to administer the onboarding process including collection, verification and processing of employee paperwork, visas and medical insurance.
• Coordinate with other departments as required to facilitate People processes and ensure compliance with company policies and local regulations.
• Type, format, and production of documents such as correspondence, proposals, presentations, and standard reports.
• Receives and directs incoming calls to appropriate personnel and voicemail.
• Responds promptly with accurate and thorough information according to the specific requests from employees, and visitors.
• Greets and announces clients, applicants and visitors.
• Follows security procedures for recording guests, suppliers and other visitors.
• Arranges escorts as needed.
• Issues visitor passes and validates parking.
• Assists with scheduling and preparing meeting and conference rooms.
• Coordinates setup of conference/meetings rooms with Office Attendant.
• Arranges for and reserves projectors and other meeting equipment, ensuring equipment is in good operating condition.
• Arranges video and/or web conferencing as needed.
• Coordinates catering for meeting and events. May negotiate pricing and menus. Secures approvals for catering expenses and reviews invoices to arrange billing to appropriate department or business unit.
• Performs general clerical duties associated with distributing office faxes, packages and mail as required.
• Uses tracking systems to record inbound and outbound courier, freight and mail.
• Meters mail.
• Arranges messenger service as needed.
• Follows location security procedures for screening inbound deliveries.
• Orders office supplies and other common use items for the location, such as café supplies, equipment toner, printer paper, freight and shipping supplies etc.
• Maintains neat appearance reception area, conference rooms, café and other common areas in coordination with Office Attendant.
• Requests building and housekeeping services as needed.
• Periodically inspects common area equipment to ensure good operating condition. Arranges equipment service as needed.
• Maintains records and logs of service requests and tracks their status.
• Maintains a file of services including transportation sources, accommodations, and referral contacts.
• May arrange travel and hospitality services for employees and guests such as transportation, tickets, reservations, etc.
• Performs other duties as assigned.
  
  

Skills and Qualifications

• Diploma or Bachelor's degree in Business, HR or a related field (or equivalent work experience).
• 3+ years of experience in HR Administration including familiarity with visa processing, coordination of medical insurance, and employee mobilization and onboarding.
• Ability to comprehend and interpret instructions, short correspondence, and memos and ask clarifying questions to ensure understanding.
• Ability to write routine reports and correspondence.
• Ability to respond to common inquiries or complaints from clients, co-workers, and/or supervisor with a strong, professional customer service orientation.
• Excellent interpersonal and communications skills.
• Strong organizational skills.
• Basic analytical skills. Ability to calculate simple figures such as percentages.
• Ability to work flexible work schedules based on office needs.
• The ability to understand and make use of computers and information technology (Knight Frank Internal Systems).
• Understanding of regional business culture and regulations.
• Ability to maintain confidentiality and handle sensitive information.
• Knowledge of local labour laws and regulations.
• Software: Microsoft Office programs to a proficient level. Advanced proficiency in Excel would be advantageous. Experience using HR information systems preferred.
• Language skills: Fluency in English, written and verbal. Fluency in Arabic or other languages is advantageous.