Front Desk Specialist - Intern (Open)
Reception responsibilities:
- Greeting clients, visitors, and staff with in a professional and courteous demeanor and managing check-ins with efficiency.
- Managing a multi-line phone system to answer and redirect calls promptly while maintaining professionalism.
- Coordinating conference room bookings and ensuring meeting spaces are prepared and well-equipped for use.
- Handling mail and deliveries, including sorting, distributing, and scheduling courier pickups as needed.
- Maintaining a clean and organized reception area with high standards.
- Assisting with administrative tasks such as filing, data entry, and preparing documents or reports for meetings.
- Monitoring and ordering office & pantry supplies in collaboration with the facilities or procurement team.
- Adhering to security protocols by managing visitor logs, issuing access badges and monitoring building entry procedures.
- Coordinating the process of obtaining building permits and supporting employees with building and parking access.
- Arranging business cards for new recruits.
- Helping guests by coordinating with internal teams to arrange refreshments during meetings.
- Processing contracts renewal for Admin services for all Gulf-Levant offices.
- Prepare and process Shopping cart, PO, invoices for approval, ensuring timely payments to vendors and service providers.
- Liaising with accounts for Invoice processing.
- Supporting Brand teams with shipping of brand materials
- Supporting PTP team with shipping of corporate card documents for Pharma and Aesthetics
- Any Adhoc support that may be needed/requested.
- Assist with vendor creation by loading new Vendors in the relevant system.