FRONT DESK AND OFFICE SUPPLIES
Telephone: Efficient handling of the branch switchboard including attendance of all incoming calls, professional greeting, re-directing calls and providing helpful response to a query.
Professional greeting of all walk in visitors, overseeing all appropriate signing in and out procedures incl. badging, making visitors wait comfortable, acting as first security check point.
Maintain company main email box previewing e-mails, appropriate distributing and archiving within 2-3 hrs from the receipt time.
Update and distribute branch phone list and extension list as and when changes occur
Maintain and distribute Emergency Response Plan roll call to all first aiders as and when changes occur
Upkeep of the reception area and the office area
Document Management (Receive and distribute faxes; Receive, log in and timely distribute with help of Office Support all incoming courier shipments, registered mail, invoices, delivery notes, goods, inter-company documents from other branches; Dispatch various inter-company mail/documents to other branches).
Hospitality (Arrange lunches for meetings and trainings using petty cash)
Order Pantry and Stationery Supplies (pantry, stationery, stamps, name plates, gallon water, hygiene consumables). Monitor and analyze consumption. Conduct annual price list reviews and qualification/ selection of new Pantry and Stationery Vendors. Performance management reviews with the suppliers
Update monthly office consumables spend tracker, monitor trends
PPE orders as per HSE product spec sheet for branch employees on a quarterly basis
Coveralls, Uniforms, safety shoes collect employees sizes, consolidate an order, place an order with the supplier, distribute products to branch employees under acknowledgement. Maintain adequate buffer stock. Done annually. (coverall, uniform led by Purity for UAE, Farooq for KSA)
Printed Stationery- order, review proof, approve printed stationery branch requirements. Maintain consolidated order tracker (led by Janis in UAE, Farooq in KSA)
Manage Branch Petty Cash
Participate in Business continuity planning efforts
Office arrangements for new hires, road shows, employee events
Desk phone programming.
Completes CAPEX purchases for the branch
Gate passes for techs (ports and free zones)
Daily ground walk to proactively identify any damages, issues, potential break downs
Ground security ensure the guards are on duty and follow site instructions including site lockdown during non-operational hours. Provide branch phone list to security on a monthly basis. Display security guard shift details at the reception for employees use. Receive, sign off and file daily security attendance sheets on a monthly basis. Report appreciation or underperformance to the supplier s representative. Log any issues in Supplier Performance Issue Log
Facility First Aid Box stock taking and replenishing on a quarterly basis
Facilities Management Hard Services. Act on any facility needs by sourcing suppliers, seeking quotes, raising POs, receiving a method statement and risk assessment from supplier, getting them approved by HSE, completing HSE induction for the vendor, supervising work execution. Maintain all repair records in branch FM Action log. (training HSE induction, MS and RA orientation, safety signage)
Ensure pest control is done on a quarterly basis
Manage landscaping contractor (where applicable)
Facilities Management Soft Services. Check daily performance of the branch cleaners and completion of periodic cleaning against the provided schedule. Coach branch cleaners. Receive, sign off and file daily security attendance sheets on a monthly basis. Report appreciation or underperformance to the supplier s representative. Log any issues in Supplier Performance Issue Log
Utility Bills settlement monitor on a monthly basis, arrange for payment within 1 week from bill generation
Ensure Branch Trade/ Commercial license, CD and MU licenses are valid at all times. Inform GRO s
Ensure branch Lease agreement is valid at all times
Completes fixed asset verification and tagging on a periodical basis
Waste management ensure waste contracts are executed and valid, schedule waste collection, arrange for waste recycling, maintain all service slips, provide waste bins for the branch (office, industrial), open and close POs, receive invoices and submit to DART, update HSE waste management records on a monthly basis,
Ensure that rented and owned warehouse and service equipment is maintained and certified. File all related records
Access Control monitor door and access control. Report malfunctioning to the supplier. Request for card issuance for new employees. Request for card deactivation for leavers.
Attendance monitoring and leave management for warehouse staff.
Service Tool vehicles - keep a record of drivers, ensure they have valid authorization letters, ID s, driving licenses, and registration copies.
Coordinate vehicle registration renewal and vehicle branding with Admin
Laundry services for technicians and warehouse staff