Receptionist & Admin Executive

Zahrawi Group is a leading company in the GCC Healthcare Industry with its presence in UAE, KSA, Qatar, Bahrain, & Oman markets. The company supplies and distributes high-quality products and services to Hospitals, Clinics, Laboratories, & Analytical Industries.

Job Brief

1. Adhere to all Zahrawi Policies & Procedures as applicable.

1. Managing the reception area; welcoming visitors and directing them to the right place.
2. Attending all incoming telephone calls, determining the purpose, forwarding the call to concerned personnel and sending emails if needed regarding the call.
3. Handling the reception email address, and directing and prioritizing tasks received accordingly.
4. Maintaining international phone log, Zahrawi extensions, fingerprint access, staff files, contract & agreement files, and updating them frequently.

1. Maintaining meeting rooms schedule and arranging the bookings as per importance and capacity of rooms.
2. Third party suppliers’ management including their access & scope of work completion.
3. Hotel Credit Applications, forms and documents that require Zahrawi information filling and signing from the respective approvers.
4. Keeping scanned records of all important contracts and agreements sent from or received at Abu Dhabi office.
5. Office inspection multiple times a day focusing on cleanliness, organization, and functionality, reporting to contracted teams for rectification.
6. Assisting and supervising in the filing and distribution of documents to ensure it is done by the office assistant properly.
7. During the absence of the office assistant, responsible for the documents and non-documents sent with the drivers to office and Warehouse and following up with Admin Team to ensure receiving them, responsible for handling DHL Courier.

1. Emailing scanned copies of the cheques and receipt vouchers to the finance department.
2. Coordinating with sales coordinator for tenders.
3. Addressing technical issues to the IT department and supporting IT to ensure all connections are running well in the office.
4. Supporting and assisting sales and service divisions with scanning, printing, finding LPOs, contracts and agreements, arranging the staff files of personal documents, arranging staff meetings.

1. Arranging the Group VP’s MS Teams calls and following up with the attendants.
2. Maintaining the Group VP’s business cards file and updating it when requested.
3. Attending all the Events Planning Virtual Meetings and ensuring bringing up creative ideas, following up with the plan and arranging the events in AUH office.

REQUIREMENTS

1. Candidate should be willing to move to Company Visa (when applicable)