Receptionist – Mindshare

Full Time @ Jobs in Qatar Sector: Admin, Office & Secretarial
  • Doha, Qatar View on Map
  • Date Posted : February 19, 2022
  • Salary: Negotiable
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About the job

Responsibilities:

  • Serve as administrative point person for general office inquiries and general administrative functions.
  • Ensure the office is appropriately furnished and decorated, and oversee the installation and upkeep of furniture, signage, art, plants, and other decor.
  • Log maintenance calls with office management contractors / building management and follow incidents through until completion.
  • Partner with 3rd party vendors, interior designers, and our office space management company on enforcing a fun and creative physical work environment.
  • Work with internal operations assistants and external suppliers to ensure the office is clean and presentable on a daily basis.
  • Work with IT to ensure offices are properly equipped with printers, copiers, faxes, and other shared office equipment, ensuring operations teams keep these stocked.
  • Support the HR team with various administrative responsibilities & projects such as; onboarding, engagement & wellbeing and interview coordination.
  • Be the main point of contact for building managers and security.
  • Manage procurement of security services, office supplies, groceries, furniture, equipment, stationary etc.
  • Be creative with office snacks, breakfast options and facilitate agency (and inter agency) lunches, breakfasts etc. This includes catering for meetings/training.
  • Ensure reception and operations staff manage day to day duties including cleaning, hospitality duties (i.e. tea/coffee making for clients and employees) helping with booking conference rooms; etc with the same enthusiasm as every other duty/responsibility.
  • Provide staff with training on office etiquette, hospitality and service, health and safety, and emergency and fire evacuation procedures.
  • Coordinate office moves/reorganisation and set up of workstations and materials.
  • Office vacation calendar maintenance and coordination in collaboration with HR.
  • Support office wide events (i.e. conferences, client events, Christmas party, team building initiatives) with planning and coordination.
  • Coordinate with regional markets to ensure policies and programmes are localised, implemented and supported.

Person Specification:

What you will need to Succeed:

  • Previous experience in administrative support role.
  • Experience in an advertising / media / creative office environment a plus
  • Self-starter, identifies issues and proposes resolutions
  • Decisiveness, ability to manage high volume workload and make decisions quickly in service to office leadership goals
  • Ability to work with multiple constituents and work with various leaders to prioritise projects
  • Strong organisation and execution skills
  • Familiar with project management a plus
  • Strong customer service skills and ability to structure plans and execute even with ambiguity
  • Excellent professional writing and communication ability
  • Ability to work with a diverse and large group of creative professionals
  • Must be detail oriented and highly organised with an unmatched ability to multi-task
  • Expert computer skills; Microsoft Office Suite—Word, Excel, PowerPoint, Outlook

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