Receptionist
Van Vliet XL Group FZE
مجموع سنوات الخبرة :13 years, 8 أشهر
Using a variety of software packages, such as Microsoft Word, Outlook, Power point, Excel, Access, etc., to produce correspondence and documents and maintain presentations, records, spreadsheets and databases.
Answers incoming telephone calls, determines purpose of calls, and forward calls to appropriate personnel or department.
Takes and delivers messages when appropriate personnel are unavailable.
Provide information about establishment, such as location of departments or offices, employees within the organization, or services provided.
Review and update on a regular basis the staff contact and telephone extension lists.
Greet persons entering establishment, determine nature and purpose of visit, and direct or escort them to specific destinations.
Monitors visitor access and issues passes when required.
Transmit information or documents to customers, using computer, mail, or facsimile machine.
Collect, sort, distribute and prepare mail, messages and courier deliveries.
Process and prepare memos, correspondence, travel vouchers, or other documents.
Maintains fax machines, assists users, sends faxes, and retrieves and routes incoming faxes.
Orders, receives, and maintains office supplies.
Performs other clerical duties such as filing, photocopying, and collating.
Coordinate the repair and maintenance of office equipment
Ensures knowledge of staff movements in and out of organization.
Maintain appropriate interpersonal relationships with employees, peers, and consumers.
To maintain up-to-date records of staff records and leave administration.
Schedules appointments and meetings for executives and upper level staff.
Schedule and confirm appointments for clients, customers, or supervisors.
Conduct searches to find needed information, using such sources as the Internet.
Enters information (e.g., investigations, evaluations, call signs, inventory, etc.) into a computerized tracking system in order to originate, update, reconcile, transfer and track data.
Calculate and quote rates for tours, stocks, insurance policies, and other products and services.
Applying and preparing documents for visa purposes, renewing company cars license and etc.
Responsible for helping to purchasing agent.
Contract negotiation with suppliers.
Make sure about the cost reductions and product availability by selecting vendors.
Responsible for maintaining and updating all sales and purchasing reports for forecasting and cost tracking.
Processed purchase orders upon acquisition and verification of client signature.
Performs general and program specific clerical functions like answering the telephones, distributing purchase orders, scheduling, copying, faxing, etc.
Processes requisition into approved purchase orders.
Monitored delivery schedules to insure material arrived on time.
Contact suppliers to resolve missed deliveries and short shipments.
Expedited purchase orders by identifying and resolving vendor or shipment problems.
Maintained operating files of departmental information and prepared related reports.
Updated the procurement database for additions/deletions/changing company names in supplier base.
Worked with Accounting personnel in resolving invoice discrepancies.
Return defective inventory products.
Ensured stock inventory levels were maintained to adequately meet operation needs.
Assisted sales staff with customer inquires using multiple forms of communication.
Participates in meetings, workshop, training, etc. for the purpose of conveying and/or gathering information required to perform job functions.
Participate in the development of specifications for services, equipments, products, supplies or substitute materials.
Making reports of all delivery receipts and invoice receipts.
Responsible for other duties as assigned.