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JOB SUMMARY
Based at the Middle East & Africa Office in Dubai, the Receptionist / Office Assistant will welcome visitors in the reception area while providing the highest level of service possible in an efficient, courteous and professional manner. As Receptionist/Office Assistant the position is responsible for the day to day services of the office such as the receiving of packages, answering the main office telephone line, dealing with faxes / emails, issuing of passes and basic administrative support as directed by the supervisor.

CANDIDATE PROFILE

The experience, skills and knowledge and education/certification components of the Candidate Profile should be presented as preferences rather than requirements unless an individual would not be hired for the position without these. Equivalent work experience may be substituted for years of experience.

Education and Experience

Previous experience within Administration / Reception role.

CORE WORK ACTIVITIES

Managing Work, Projects, and Policies
Welcome all guests with a smile and maintain a professional approach at all times.
Be knowledgeable about daily operations, office visitors, bulletin boards and be up to date with all changes, new procedure and events.
Have knowledge of hotel brands and locations.
Always make sure that all guests should log and sign in the office guest log-book.
Be flexible according to the business needs.
Checking for errors with regards to online meeting room bookings, supervision of all internal meeting requirements held in the office from A to Z.
Follow up on Alex News Paper including Financial, Gulf News and Economist Magazine
Manage and track the beach access cards
Updating the First Aid Kit.
Manage & track the beach access cards
Updates the office contact lists and numbers & Who’s who booklet
Preparing building access/permit for the vendors
Ensure the cleanliness of the Reception Desk and office at all times.
Prepare new hire business card orders, HR department & departments with no admin assistant.
Submit all kind of visas into DIFC Portal (New visa, visa transfer, Renewal, cancelation & amendment) and generate the Emirates ID applications.

Supporting Operations
Strive to represent Marriott in the most professional manner at all times.
Take initiative through empowerment to ensure complete visitor satisfaction.
Be fully aware of safety and emergency procedures.
Handle mails, email and messages properly and on confidential basis.
Know how to follow all hospitality guidelines.
Assist all visitors in problems and questions as required. Ensure that all challenges are resolved and all questions answered and follow ups monitored.
Assist fellow associates in their job to ensure that all are done on time.
Use systems password with discretion. Log off the computer terminal when leaving the area
Have knowledge about the city, the local area and attraction to provide the visitors with all requested information.
When leaving the reception area, it is mandatory to ensure the area is monitored.
Report any unusual occurrences or requests to the manager, supervisor.
Deal with the public in a professional and courteous manner.
Ability to communicate with all managers, supervisors and fellow associates.
Ensure the proper safety instructions are given before operating any equipment.
Be aware of the Marriott brand standards and follow the thoroughly.
Manage the car park system of the building and the issuing and tracking of transponders.
Issue and monitor the building access cards.
Coordinate with IT for the office access
Assists with administrative tasks as directed by the Supervisor / Manager.
Maintains tracking sheets where required.
Controls Courier process and arranges for deliveries.
Liaises with Building Management where appropriate.
Prepare new hire business card order.

Additional Responsibilities
Informs, updates, and provides information to supervisors, co-workers, and subordinates by telephone, in written form, e-mail, or in person in a timely manner.
Presents ideas, expectations and information in a concise, organized manner.
Uses problem solving methodology for decision making and follow up.
Maintains positive working relations with internal customers and department managers.
Manages time effectively and conducts activities in an organized manner.
Performs other reasonable duties as assigned by manager.
Performs other related tasks as assigned by supervisor / management.
Complies with Marriott International Hotels Limited Regional Office policies and procedures.
Working hours from 8:00 am to 6:00 pm from Sunday to Thursday or as required to do your job but normally not less than 48 hours per week.