We are seeking a highly organized and proactive Receptionist to join our team. The successful candidate will handle the reception and oversee the administration and management of the company's fleet of vehicles, , handle the company's auto insurance policies, and help with the day-to-day management of a villa in conjunction with the on-site house manager. This role requires excellent multitasking abilities, attention to detail, and strong communication skills.
Key Responsibilities:
1. Receptionist:
Manage the reception area, including answering and directing phone calls, and responding to inquiries promptly and efficiently.
Maintaining diaries and arranging appointments.
Greet and welcome visitors with professionalism and courtesy.
Coordinate with external vendors and service providers for office maintenance and repairs.
Handle sensitive and confidential information with integrity and discretion.
Collaborate with team members to ensure smooth office operations and effective communication.
Maintain office supplies inventory by checking stock or anticipating needed supplies/check list.
Assist the Office manager with admin duties as and when required.
2. Vehicle Insurance Management:
Oversee the renewal of vehicle insurance policies.
Validate and approve new insurance contracts.
Conduct detailed analysis and comparison of insurance contracts to ensure optimal coverage.
Manage the signing process for insurance contracts.
Maintain up-to-date records of all insurance policies.
3. Vehicle Management:
Supervise the purchase and sale of company vehicles.
Ensure all documentation is complete and accurate for payment processes.
Oversee the registration of vehicles with the Road Transport Authority (RTA).
Manage NOC (No Objection Certificate) letters as needed.
Maintain an organized database of all company vehicles, including details of purchase, sale, and registration.
4. Villa Management:
Collaborate with the house manager on-site to oversee day-to-day operations of the villa.
Monitor ongoing work and request quotes for new projects.
Control and validate documents related to villa maintenance and renovations.
Approve work in conjunction with the house manager and UBO.
Maintain various tracking sheets for ongoing and completed work. Renew maintenance contracts and prepare necessary documentation for payments.
Creation of purchase orders, new vendor addition, confidentiality agreements, vendor contracts etc. are done in a timely manner.
5. Additional Tasks:
Perform various ad hoc tasks as requested by the house manager and the UBO
Qualifications:
Proven experience in administrative or assistant roles, preferably with a focus on vehicle and insurance management.
Excellent presentation
Strong organizational and time management skills.
Excellent attention to detail.
Ability to handle multiple tasks and work under pressure.
Proficiency in MS Office and relevant software applications.
Strong communication skills, both written and verbal.
Familiarity with vehicle registration processes, insurance policies, and property management is a plus.
Education:
A high school diploma or equivalent is required. A degree in business administration or a related field is preferred.
Experience:
Minimum of 4 years of experience in a similar role.
Skills:
Analytical skills to evaluate and compare insurance contracts.
Strong interpersonal skills to liaise with insurance providers, vehicle dealerships, internal teams, and house management staff.
Ability to manage and maintain detailed records efficiently.
If you are a proactive individual with a strong background in vehicle and insurance management, property management, and administrative support, we encourage you to apply for this dynamic role. Join our team and contribute to the smooth operation of our company’s assets !