اعلنت شركة Savills Middle East بابوظبي عن وظيفة أمين مكتب شاغرة وذلك للعمل في ابوظبي
نحن نبحث عن سكرتير مكتب ديناميكي واستباقي لضمان التشغيل السلس لمباني المكاتب وتنفيذ الوظائف الإدارية للشركة. هذا دور واسع النطاق ومسؤول يتطلب مهارات إدارية قوية وخدمة العملاء وتكنولوجيا المعلومات والتنظيم والاتصال مع موقف "يمكن القيام به". الموقف سيكون مقره في أبو ظبي.
المهام الأساسية:
يوفر استجابة احترافية من الدرجة الأولى "أمام المنزل" لجميع الاستفسارات الهاتفية والبريد الإلكتروني والشخصية من عامة الناس.
يدير جميع المراسلات بما في ذلك التعامل مع البريد الإلكتروني وتوزيع البريد الوارد على المستلمين.
يحافظ على حجوزات جميع غرف الاجتماعات وحجوزات المكاتب.
يضمن نظافة المكتب في جميع الأوقات ، وحسن التنظيم ، ويوفر بيئة عمل آمنة للموظفين والعملاء / الزوار.
يقوم بإعداد سعاة عند الاقتضاء لجميع موظفي المكتب.
يقدم الدعم لرؤساء الأقسام عند الحاجة.
دعم مخصص للفرق الرئيسية في القدرات الإدارية.
ينسق أي حجوزات سفر متعلقة بالعمل للموظفين عند الضرورة.
تتبع وصيانة توريد جميع القرطاسية المكتبية وأدوات المؤن.
المساعدة في تجديد المخزونات واللوازم المكتبية الأساسية الأخرى حسب الضرورة.
الاتصال بمنسقي مبنى إدارة المرافق لأي مشكلات تتعلق بصيانة المكاتب.
يحتفظ بسجل لأعياد ميلاد الموظفين والوداع وما إلى ذلك.
يساعد فريق الموارد البشرية الإقليمي في
We are looking for a dynamic and proactive Office Secretary to ensure smooth running of the office premises and carrying out the administrative functions of the company. This is a wide-ranging and responsible role requiring strong administrative, customer service, IT, organisational and communication skills with a ‘can-do’ attitude. The position will be based in Abu Dhabi.
Key Responsibilities
Provides a first class, professional ‘front-of-house’ response to all telephone, email and in-person enquiries from members of the general public.
Manages all correspondence including dealing with email and distributing incoming mail to recipients.
Maintains bookings of all meeting rooms and desk bookings.
Ensures the office is clean at all times, well-organised and provides a safe working environment for employees and clients/visitors.
Prepares couriers as and when required for all office staff.
Provides support to the heads of Department as and when needed.
Adhoc support to key teams in an administrative capacity.
Coordinates any business-related travel bookings for staff when necessary.
Track and maintain supply of all office stationery and pantry items.
Assist with the replenishment of other essential office stocks and supplies as necessary.
Liaise with the building FM coordinators for any office maintenance issues.
Keeps a record of employee birthdays, farewells, etc.
Assists the regional HR team with the on & off-boarding formalities and other employee lifecycle processes as requested.
Support HR when required to shortlist candidates for job openings and coordinate interviews.
Able to evaluate the IT needs of the office and communicate with IT central team in case of any issues.
Manages contracts and price negotiations with office vendors, service providers and identifies.
Conduct regular storeroom checks and coordinate with various teams to discard/shred old documents.
Ensure all office equipment are in working condition and arrange for repairs, new order when needed.
Produce and edit documents using Power Point or Word.
Maintains petty cash for daily office requirements and pays suppliers accordingly.
Provide training to other admins who will cover the reception desk when required.
Take over certain responsibilities of other admin support staff when necessary.
Undertake ad-hoc projects and tasks, as and when required.
Manage the office driver and his daily schedule, ensuring efficiency with his time.
Skills, Knowledge and Experience
Fluent English speaker is a must.
Arabic speaker would be advantageous, but not essential.
Bachelor’s degree or 3-4 years’ relevant experience in a similar position working for an international company.
Prior experience of general office administration, customer service and personal assistant duties preferred.
Highly computer literate in all Microsoft office application (Word, PowerPoint, Outlook, Excel).
Experience of managing and maintaining database systems and record keeping systems.
Excellent written and oral communication skills and strong inter-personal skills
Preferably experience of managing external contracts/ liaising with suppliers
Sound experience of organising events (e.g. sourcing and booking of venues)
Excellent telephone manner and general customer service skills.
Ability to multi-task and willingness to support the wider office flexibly.
Has pride for their work and passionate about creating a positive work atmosphere.
Due to the high volume of applications we are unable to acknowledge every application. If your profile being selected and matches our job requirements you will be contacted by Savills recruitment team for further consideration within 14 days. If we think that your skills and qualifications may be suitable for other similar positions, we may contact you to discuss this further
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15-03-2021, 10:14 PM
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