Receptionist

Receptionist Job ID 169819 Posted 05-Jun-2024 Service line Advisory Segment Role type Full-time Areas of Interest

Administrative

Location(s)

Riyadh - Ar Riyad - Saudi Arabia

ABOUT THE COMPANY
CBRE is the world’s largest commercial real estate services and investment firm and has been serving clients in the Middle East for nearly twenty years. The company has more than 105,000 employees globally and over 1,300 professionals* in the Middle East operating out of 9 offices in 6 countries in the region. With services, insights and data that span every dimension of the industry, we create solutions for clients of every size and in every sector.
Our specialists provide a fully-integrated suite of services across the region, including facilities, transaction and project management; cost management; property management; investment management; appraisal and valuation; property leasing; strategic consulting; property sales; mortgage services and development service.
THE OPPORTUNITY
Working as Receptionist, you will provide administrative support to our growing Riyadh office, ensuring smooth operation of reception and guest services, mail services, phone, meeting rooms and location services. This role requires fluency in Arabic and English.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Key Tasks

• Receives and directs incoming calls to appropriate personnel and voicemail.
• Responds promptly with accurate and thorough information according to the specific requests from employees, and visitors.
• Greets and announces clients, applicants and visitors.
• Follows security procedures for recording guests, suppliers and other visitors. Arranges escorts as needed.
• Issues visitor passes and validates parking.
• Maintains neat appearance of reception area, meeting and conference rooms, kitchen and other common areas, including washing dishes, operating dishwasher, restocking cabinets and tidying as required.
• Orders office supplies and other common use items for the location, such as kitchen supplies (coffee, tea, beverages and snacks), equipment toner, printer paper, freight and shipping supplies etc.
• Assists with scheduling and preparing meeting and conference rooms. Coordinates setup of conference/meetings rooms including providing refreshments to visitors and meeting participants.
• Arranges for and reserves projectors and other meeting equipment, ensuring equipment is in good operating condition.
• Arranges video and/or web conferencing as needed.
• Coordinates catering for meeting and events. May negotiate pricing and menus. Secures approvals for catering expenses and reviews invoices to arrange billing to appropriate department or business unit.
• Performs general clerical duties associated with distributing office faxes, packages and mail as required.
• Uses tracking systems to record inbound and outbound courier, freight and mail.
• Meters mail. Arranges messenger service as needed.
• Follows location security procedures for screening inbound deliveries.
• Requests building and housekeeping services as needed.
• Periodically inspects common area equipment to ensure good operating condition. Arranges equipment service as needed.
• Maintains records and logs of service requests and tracks their status.
• Maintains a file of services including transportation sources, accommodations, and referral contacts.
• May arrange travel, convenience/hospitality services for employees and guests such as transportation, tickets, reservations, etc.
• Types, formats, and produces documents such as proposals, presentations, correspondence, and standard reports.
• Performs administrative duties such as conducting research, updating and maintaining databases, preparing company forms and maintaining confidential files.
• Performs other duties as assigned.

Our ideal person is someone who has the ability to:

• Comprehend and interpret instructions, short correspondence, and memos and ask clarifying questions to ensure understanding.
• Write routine reports and correspondence.
• Respond to common inquiries or complaints from clients, co-workers, and/or supervisor with a strong, professional customer service orientation.
• Calculate simple figures such as percentages.
• Understand and carry out general instructions in standard situations.
• Solve problems in standard situations.
• Apply basic analytical skills.

Other Skills and Abilities

• Intermediate skills with Microsoft Office Suite.
• Ability to work flexible work schedules based on office needs.

Commitment to Values Demonstrated ability to adhere to an organisational set of core values and act in line with those values. Our CBRE R.I.S.E. values:

• RESPECT – Treat everyone with dignity, value their contributions, and help one another succeed.
• INTEGRITY – Uphold the highest ethical standards in our business practices.
• SERVICE – Dedicate ourselves to making a meaningful impact with our clients and in our communities.
• EXCELLENCE – Aspire to be the best in everything we do and drive for continuous improvement.

RESPONSIBILITY

• Decisions made with general understanding of procedures and company policies to achieve set results and deadlines.
• Errors in judgment may cause short-term impact to co-workers and supervisor.

EXPERIENCE AND QUALIFICATIONS
Qualifications To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.
Education and Experience HS Diploma or GED required. Prior Front Desk, Concierge, customer service or other hospitality experience preferred.
Languages
Fluency in Arabic and English, verbal and written.