Receptionist /Facility Executive

Receptionist /Facility Executive (Contractual Role) Finance Shared Service in the Middle East is looking for an exceptional Receptionist/ Facility Executive to be based in our office in Dubai, United Arab Emirates. About Us - At Alfa Laval, we always go the extra mile to overcome the toughest challenges. Our driving force is to accelerate success for our customers, people, and planet. We make it happen by having dedicated people with a curious mind. Curiosity is the spark behind great ideas. And great ideas drive progress. As a member of our team, you thrive in an open inclusive workplace, based on diversity with a sense of belonging. This is where you can make a difference by constantly building bridges to the future with sustainable solutions that have an impact on our planet’s most urgent problems. Making the world a better place. Every day. Please feel free to peruse our website www.alfalaval.com Alfa Laval Middle East Ltd has a strong ambition to become world-class in terms of service, quality and delivering superior customer experience. We offer a challenging, exciting, and rewarding position in a highly dynamic and interesting organization. This role offers you the opportunity to apply your skills in a practical environment with the aim to support your professional development in front office operations and facilities management. Most tasks and responsibilities will require your dedicated contribution as part of a team, but individual initiative will be encouraged. Responsibilities in collaboration with Regional Facilities Manager will include but are not limited to: Front Office Administration • Managing Incoming calls: answer and route incoming phone calls to the appropriate departments or personnel, providing accurate information as needed or taking messages when necessary. • Welcome visitors and determine the nature of their visit; issue visitor passes and maintain visitor logs; alert appropriate party of visitor arrival or direct visitors to appropriate office, department, or employee. • Respond to routine enquiries from internal or external sources, for example on the organization’s location, hours of operation, phone numbers, or email address. • Monitor company email address and ensure external stakeholder queries are addressed/routed to the right personnel in time. • Assist with arranging meeting rooms, organizing, and distributing mail, receiving, and sending courier packages, company communications, etc. Facilities Management • Responsible for indirect procurement for the office e.g., hotels, rental cars, travel arrangement etc. • Conduct regular internal checks, physical verifications & facility walks to validate implementation of systems & processes. • Assist in management of facilities related contractors and service providers. • Ensure compliance with the terms of service level agreement related to facilities service providers e.g., Maintenance, Cleaning, building lease etc. • Order, control and maintain office supplies such as stationery, consumables and maintain monthly usage reconciliations. • Support and ensure compliance with safety, health environment and community legislation and policies in liaison with the HSEQ Coordinator. • Facilitate and conduct regular building audits to ensure compliance with legal, safety, health, and environmental standards. • Contribute to the management of office equipment, the neat arrangement of documents, the storage and distribution of office supplies. • Assist with coordinating welfare activities, event planning, gifts. • Assist with facilities management activities of other Alfa Laval offices in the region virtually. • Assist the procurement department with the indirect procurement activities of the region. Ad Hoc • Assist with budget and forecasting on costs related to facilities. • Liaise with Manager to oversee, monitor and ensure costs are contained within budgets. • Work hand in hand with IT in managing office access control in line with company policies and procedures. • Contribute to local & regional sustainability projects in line with Alfa Laval strategic goals. Behavioral competencies • Possess high level of integrity. • Be thorough and pay attention to detail. • Experience and knowledge of MS Office tools. • Experience in handling switchboard. • Have outstanding communication and interpersonal abilities. • Be able to work independently. • Be flexible and open to change. • Have excellent writing and verbal communication skills. Qualification & Experience • A degree in administration, or any other discipline or any other related qualifications. • 2 -5 years’ working experience in a professional office environment. • Experience in multinational company is an added advantage. • Proven experience as a facilities Co Ordinator, office administrator, office assistant or relevant role. Why should you apply • We offer you an interesting and challenging position in an open and friendly environment where we help each other to develop and create value for our customers. • Exciting place to build a global network with different nationalities to mingle and to learn. • Your work will have a true impact on Alfa Laval’s future success; you will be learning new things every day. • 140 years old Swedish multinational company with stable growth and expansion • Sustainability and contributing back to the people and planet are motives behind everything we do. • A very young dynamic marketing team and a great mix of colleagues. • Internal mobility We always look for both experience and potential, so if you think you have what it takes to join us and are curious to find out more, apply "We care about diversity, inclusion and equity in our recruitment processes. We also believe behavioral traits can provide important insights into a candidate's fit to a role. To help us achieve this we apply Pymetrics assessments, and upon application you will be invited to play the assessment games. Show more Show less

2 -5 years’ working experience in a professional office environment. A degree in administration, or any other discipline or related qualifications. Proven experience as a facilities Coordinator, office administrator, office assistant or relevant role. Experience in multinational company is an added advantage.

Front Office Administration: Managing incoming calls, welcoming visitors and issuing passes, responding to routine enquiries, monitoring company email, assisting with arranging meeting rooms, organizing and distributing mail, receiving and sending courier packages. Facilities Management: indirect procurement for the office (hotels, rental cars, travel), conducting regular internal checks and facility walks, managing facilities contractors and service providers, ensuring SLA compliance, ordering and maintaining office supplies, supporting safety, health, environment and community compliance, conducting building audits, managing office equipment and document storage, coordinating welfare activities and events, supporting regional offices virtually, assisting procurement with regional indirect procurement. Ad Hoc: assist with budget and forecasting costs related to facilities, monitor costs within budgets, collaborate with IT on office access control, contribute to local and regional sustainability projects.