Receptionist

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.