Principal Functions (Major Areas of Responsibility)

  • Enhances MARS associates and visitors services and provides up to date information in a more efficient and timely manner.
  • Greets MARS associates and visitors, answers the telephone and responds to both routine inquiries and emergencies, relays call to the proper department and performs a variety of related clerical duties.
  • Establish and maintain good working relationships and lines of communication with peers, client and supply chain representatives
  • Perform emergency support duty, if required
  • This position reports to the Support Services Manager or other assigned manager.
  • Manage the help desk.
  • Cary out soft service audits as and when required.

Job Requirements:

  • Minimum of two years of experience in similar position.
  • Should be familiar with basic computer skills and previous experience in using Telephone and switch board.
  • Must be able to communicate in English and Arabic writing and speaking and other languages are advantages.
  • Good personality and charming
  • Proficiency in Microsoft Office Suite
  • Hands-on experience with office equipment (e.g. fax machines and printers)
  • Professional attitude and appearance
  • Solid written and verbal communication skills
  • Ability to be resourceful and proactive when issues arise
  • Excellent organizational skills
  • Multitasking and time-management skills, with the ability to prioritize tasks
  • Customer service attitude
  • Use CAFM software
  • Manage the help desk for both hard and soft services / client requests and inquiries

Duties and Responsibilities:

  • Greet MARS associates and visitor in a warm friendly manner, use the 10 and 5 rules.
  • Knows building facilities, emergency procedures and floors.
  • Accommodates special requests whenever possible.
  • Speak to MARS associates and visitors in a warm and friendly manner
  • Uses proper telephone skills,
  • Answer, screen and forward incoming phone calls, answer telephone within 3 rings. Record visitor information, purpose of visit, obtain copy of visitor’s ID, check visitor’s.
  • Use visitor’s management system to register visitor’s info. and generate visitors reports as requested from management.
  • Maintain highest level of cleanliness at the reception area always, maintain office cleaner’s assessment through pre-set KPIs.
  • Check the lobby visitor’s amenities and confectioneries for replenishment.
  • Provide basic and accurate information in-person and via phone/email via the reception desk.
  • Receive, sort and distribute daily mail/deliveries.
  • Maintain office security by following safety procedures and controlling access.
  • Order reception supplies and keep inventory of stock.
  • Arrange taxi and transportation, reservations such as restaurants, travel and accommodations.
  • Keep updated records of office expenses and costs Perform other clerical receptionist duties such as filing and photocopying.