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Administrator – Receptionist

JOB SUMMARY:

In consultation with the Client Base Manager and Al-Zad’s Managing Director or Operations Manager, this positions is responsible for the overall organization of the accommodation and catering operations by managing all room bookings, client check-ins and check-outs; to supervise and run the Admin / Reception services and to maintain good relationship with the Client as per Al-Zad’s policies and procedures.

KEY RESPONSIBILITIES:                              

• Applies and follows the contractual obligations, Al-Zad’s policies and procedures
• Follows implements and maintains all ISO and HACCP standards and requirements
• Follows the daily instruction given by the Site Manager

• Handles all Check In – Check Out of Client and staff
• In charge of DAILY UPDATING the POB and maintaining it ready at any time
• In charge of Rooms assignments
• In charge of handling the ROOM KEYS all 3 copies of each
• Positioned at the reception and is in charge of running it
• Coordinate office activities and operations to secure efficiency and compliance to company policies
• Supervise administrative staff and divide responsibilities to ensure performance
• Manage agendas/travel arrangements/appointments etc. for the upper management
• Manage Travel arrangements for all staff
• Manage Rotations
• Manage Daily attendance
• Manage phone calls and correspondences both electronic and hard copies
• Create and update records and databases with personnel, and other data
• Track stocks of office supplies and place orders when necessary
• Submit timely reports and prepare presentations or histograms as required

• Receiving and sorting daily mail
• Maintain office security by following safety procedures and controlling access via the reception desk (monitor logbook, issue visitor badges)
• Order front office supplies and keep inventory of stock
• Update calendars and schedule meetings
• Manage petty cash and keep updated records of office expenses and costs

• Support budgeting and bookkeeping procedures required by the Head Office

• Perform other clerical receptionist duties such as filing, photocopying, transcribing and faxing

• Assist colleagues whenever necessary

MINIMUM JOB REQUIREMENTS:

• Proven experience as an Office Administrator, office assistant or relevant role
• Exceptional oral and written communications skills
• Excellent organizational and leadership skills
• Camp, hotel or restaurant management experience is an asset
• Knowledge of kitchen operations is an asset
• Familiarity with office management procedures and basic accounting principles
• Knowledge of MS Office and office management software (ERP etc.)
• BSC/BA in Office Administration, secretarial studies or relevant field is preferred
• Advanced Food Safety certification and First Aid certification.

PHYSICAL REQUIREMENTS:

Must be mentally and physically fit and have the ability to work long periods.  Should be HIGHLY energetic and can work under pressure.

DISCLAIMER:

This job description is a summary of the typical functions of the job, not an exhaustive or comprehensive list of all possible job responsibilities, tasks, and duties. The responsibilities, tasks, and duties of the jobholder might differ from those outlined in this job description and that other duties, as assigned, might be part of the job.

To apply for this job please sent your cv on recruitment.alzad@alzad.ly