Receptionist Full Time

Main Duties:

• Deliver high-quality customer service to all visitors, representing Aldar Education HQ with professionalism and integrity.
• Greet all visitors in a courteous, friendly, and efficient manner, ensuring a positive first impression.
• Possess and maintain a thorough understanding of Aldar Education’s services, policies, and procedures.
• Provide general clerical and administrative support such as photocopying, filing, faxing, and responding to routine correspondence.
• Perform IT-related tasks including word processing, database management, and internet research.
• Manage visitor logs and generate reports on office activities, such as visitor numbers and meeting schedules.
• Sort and distribute incoming mail and manage outgoing correspondence.
• Attend and actively participate in relevant meetings and briefings.
• Answer and route incoming phone calls according to Aldar Education’s telephone protocol, ensuring professional handling of all inquiries.
• Maintain the reception area’s appearance, ensuring that it is always tidy and equipped with necessary materials (e.g., pens, forms, brochures).
• Provide basic, accurate information in person, over the phone, or via email.
• Assist the team by handling inbound and outbound calls and logging admissions inquiries into relevant systems.
• Perform additional clerical duties as needed, including filing and printing.
• Address phone and email inquiries promptly and professionally, using the established referral system to route communications as appropriate.
• Support management and the operational team with various tasks, demonstrating flexibility and a proactive approach to completing duties.

Specific Duties:

• General Operations:
  Implement and uphold operational policies, systems, and processes to ensure a productive and efficient work environment. Track and log external visitors, collaborating with security to ensure a smooth visitor experience. Assist in the compilation of data for monthly, quarterly, and annual reports as directed by the HQ Operations Manager. Identify and escalate maintenance or cleaning issues, providing recommendations for improvement. Participate in management meetings, providing relevant data and insights as necessary.
• Possible additional requirements due peak periods, when events might be hosted including weekends or late nights.
• Perform any other tasks deemed reasonable and necessary by the Operations Team, ensuring full support to the overall operational function.
• Leadership & Management:
  Manage the Lobby and 1st-floor reception areas, ensuring a seamless arrival and departure experience for all guests. Oversee and manage meeting room bookings and related systems, ensuring smooth operations. Communicate daily schedules and meeting forecasts to the HQ Operations team via email.
• Finance, Commercial & Procurement:
  Ensure all procurement and financial processes follow the Delegation of Authority procedures, working closely with the line manager to complete necessary paperwork.
• Relationship & Stakeholder Management:
  Promote Aldar Education’s core values, maintaining high standards of service and professionalism. Ensure compliance with government regulations and internal policies to avoid penalties and fines. Support internal and external audits, ensuring all recommendations are addressed in a timely manner. Build and maintain positive, professional relationships with both internal staff and external stakeholders, fostering a collaborative and effective working environment.
• Health, Safety & Environment (HSE):
  Act as a responsible person for HSE compliance, ensuring that Aldar Education HQ adheres to all applicable health and safety regulations. Promote a proactive safety culture within the office and escalate any identified risks or hazards to the line manager in a timely manner.

  Qualifications

Minimum Qualifications:

• High School Certificate/Diploma or bachelor’s degree

Minimum Experience:

• At least 2 years of experience in a customer-focused role, preferably within the region.
• Prior experience in the education sector is an advantage.

Job Specific Knowledge & Skills:

• Fluent in English (spoken and written); proficiency in Arabic is preferred.
• Strong attention to detail with the ability to manage tasks diligently and complete them within deadlines.
• Effective multi-tasking and the ability to perform under pressure.
• Well-organized and capable of managing multiple tasks independently.
• Strong interpersonal skills, particularly in a diverse, multicultural environment.
• Willingness to extend effort beyond typical work hours when necessary.
• Proficiency in operating office equipment (PC, photocopier, etc.).
• Advanced proficiency in Microsoft Office and Outlook 365.