Role : Receptionist
Reporting line: Reception Manager
Job Purpose:
To handle the Firm’s main telephone lines and serve as the first point of contact for internal and external clients ensuring a professional image.
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:
Essential to our success as a Professional Organization is our ability to attract and retain the best talent from a diverse range of backgrounds. We are committed to a work environment where everyone can reach their potential and we have an inclusive culture which respects individual differences.
We undertake and support a number of internal and external initiatives aimed at increasing diversity within the profession and we encourage all our partners and staff to get involved.
Al Tamimi & Company is committed to providing equal opportunities for all. We welcome applications from candidates with disabilities and support those in the workplace who have a disability.
