Job Details:
Summary
Based at the Middle East & Africa Office in Dubai, the Office Assistant is to maintain and assists the day-to-day operations of the entire MEA Office by receiving and distributing communications; maintaining supplies and equipment; picking-up and delivering items; serving customers and provides support to the offices as identified by the HR & Office Services Manager.
Scope/Business Context
• A Full Time position based at the Emaar Square – MEA Office
Experience
• Previous experience as a facilities assistant or in conference & banquet, housekeeping, service or similar environment is preferred
Skills and Knowledge
• Strong Communication skills (verbal, listening, writing)
• Self Starter
• Pro-active and reliable
• Physical fitness – job involves lifting, pushing, pulling and standing for considerable periods
• Able to work alone and within a team
Education or Certification
• Good level of English essential
Specific Duties
• Reports directly to the HR & Office Services Manager.
• Forwards information by receiving and distributing communications; collecting and mailing correspondence; copying information.
• Maintains supplies by checking stock to determine inventory levels; anticipating requirements; placing and expediting orders; verifying receipt; stocking items; delivering supplies to work stations.
• Maintains equipment by completing preventive maintenance; troubleshooting failures; calling for repairs; monitoring equipment operation
• Maintains office schedule by picking-up and delivering items using automobile.
• Serves customers by backing-up receptionist; answering questions; forwarding messages; confirming customer orders; keeping associates informed of order status.
• Enhances organization reputation by accepting ownership for accomplishing new and different requests; exploring opportunities to add value to job accomplishments
• Clean the Kitchen 2 – 3 times a day, empty office trash cans twice a day by mid-morning and mid afternoon
• Coordinating with the professional cleaners
• Set up as required and clear all meetings in the MEA office with appropriate crockery, cutlery, glass wear and serviette, boardroom and open plan meeting room; ordering lunch for formal meetings, this should be carried out at the end of the day, where possible.
• Liaise with receptionists and HR & Office Services Manager on requirement and planning ahead for the next day and week.
• Ensures that meeting rooms have enough flip chart paper and pens and that white boards are clean and ready for use, keep stock of note pads and pens to supply when requested.
• Liaises with Building Management where appropriate like building access, permit for vendors, office issue or any other related office request.
• Organizing and setting up office monthly cake cutting celebration such as associate’s birthday, length of service anniversary, awards and recognitions and etc.
• Ensure kitchens are fully stocked with all items each morning and on-going throughout the day. Ensure all kitchens are running efficiently reporting any defects to the HR & Office Services Manager.
• Ensures coffee machines are set up each morning and on-going through the day. Clean coffee machines at the end of the day. Keep Coffee machines fully stocked.
• Assisting HR & Office Services Manager with organizing and setting up office celebrations...
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