Receptionist cum Document Controller

ASTI Academy; Dubai; On-site; AED 67,000 - 100,000; Full time

Job summary

ASTI Academy is seeking a diligent Receptionist cum Document Controller in Dubai to manage front desk operations and oversee document control with a focus on organization and confidentiality.

The role requires handling visitor interactions, mail distribution, appointment scheduling, and maintaining robust document filing, retrieval, and reporting processes to ensure accuracy and compliance.

Qualifications

• Bachelor's degree in Administration, or a related field.
• Proven experience as a Receptionist and Document Controller.
• Proficient with document control procedures.
• Strong organizational and multitasking skills.
• Excellent verbal and written communication; discretion and confidentiality.

Responsibilities

• Receptionist: Front Desk Management – greet visitors, manage calls, keep reception area organized.
• Receptionist: Visitor assistance – register and inform visitors, guide to contacts or meeting rooms.
• Receptionist: Mail handling – receive and distribute mail, arrange courier.
• Receptionist: Appointment scheduling – book and confirm appointments, notify staff.
• Document Controller: Filing and organization – maintain efficient filing system and confidentiality.
• Document Controller: Retrieval, distribution, and record-keeping of documents; quality control.

Job description

ASTI Academy is currently seeking a diligent and organized Receptionist cum Document Controller to manage front desk operations and oversee document control responsibilities. The ideal candidate will serve as the first point of contact for visitors, clients, and employees while efficiently managing document filing, retrieval, and distribution. This role requires strong organizational skills, attention to detail, and exceptional communication abilities.

Responsibilities

• Receptionist
  • Front Desk Management
    • Greet and welcome visitors, clients, and employees in a professional and friendly manner.
    • Manage incoming calls, directing them to the appropriate personnel.
    • Maintain a clean and organized reception area.
  • Visitor Assistance
    • Register and announce visitors, ensuring adherence to security protocols.
    • Provide information and assistance to visitors, directing them to the appropriate contacts or meeting rooms.
  • Mail Handling
    • Receive and distribute incoming mail and packages.
    • Prepare outgoing mail and packages, including courier arrangements.
  • Appointment Scheduling
    • Schedule and confirm appointments for employees and visitors.
    • Notify relevant personnel of visitor arrivals.
• Document Controller
  • Document Filing and Organization
    • Establish and maintain an efficient document filing system.
    • Categorize and file documents according to established protocols.
    • Ensure the confidentiality and security of sensitive documents.
  • Document Retrieval and Distribution
    • Retrieve and distribute documents as requested by authorized personnel.
    • Monitor and track document movement, ensuring accurate and timely delivery.
  • Record Keeping
    • Maintain accurate records of all incoming and outgoing documents.
    • Generate reports as required, providing updates on document status and distribution.
  • Quality Control
    • Conduct regular reviews of documents to ensure accuracy, completeness, and compliance with established standards.

Qualifications

• Bachelor's degree in Administration, or a related field.
• Proven experience as a Receptionist, Document Controller.
• Proficient with document control procedures.
• Proficient in using office equipment, including telephone systems and printers.
• Strong organizational and multitasking skills.
• Excellent verbal and written communication skills.
• Discretion and ability to handle sensitive information with confidentiality.
• Proficiency in MS Office applications.