Receptionist

Kaizen Firm; Jeddah; On-site; SAR 48,000 - 64,000; Full time

Job summary

Kaizen Firm in Jeddah is seeking a friendly and professional Receptionist to manage front desk operations, greet visitors, and support administrative tasks across departments. You will coordinate meetings, handle calls and emails, maintain filing systems, and ensure security procedures are followed in a busy industrial environment.

Strong communication and organizational skills are essential. This role requires a high school diploma; related certifications are a plus and prior front-desk

Qualifications

• High school diploma or equivalent is required.
• Diploma or certification in Office Administration, Business Administration, or Customer Service is advantageous.
• Previous experience in reception or front desk roles in industrial/corporate environments preferred.

Responsibilities

• Welcome visitors and manage registrations.
• Confirm appointments and notify staff.
• Issue visitor badges and enforce security procedures.
• Coordinate access and parking when required.
• Answer incoming calls and forward to appropriate departments.
• Handle general emails and maintain contact lists.
• Provide general administrative support and data entry.
• Maintain filing systems and assist with reports and documents.
• Schedule meetings and manage conference rooms.
• Maintain a professional reception area and health/safety practices.

Skills

Customer service

Interpersonal skills

Communication

Time management

Discretion

Multitasking

Phone systems

Professionalism

Education

High school diploma or equivalent

Diploma in Office Administration

Diploma in Business Administration

Certification in Customer Service

Tools

Microsoft Office

Telephone systems

Printers and scanners

Job description

Reception and Visitor Management

• Welcome visitors clients suppliers and contractors in a friendly and professional manner
• Confirm visitor appointments and notify the relevant employee of each visitor s arrival
• Ensure all visitors complete required registration and security procedures
• Issue and collect visitor badges in accordance with company access and security requirements
• Coordinate visitor access and parking arrangements where required
• Maintain an organized professional and welcoming reception area
• Ensure visitor health safety and security protocols are followed

Telephone and Email Communication

• Answer incoming telephone calls promptly and professionally
• Screen transfer and direct calls to the appropriate employee or department
• Take accurate messages and ensure they are communicated promptly
• Respond to general email enquiries and forward communications to the appropriate department
• Maintain updated internal contact lists and relevant external contact information

Administrative Support

• Provide general administrative support to employees as required
• Schedule appointments meetings events and conference rooms
• Assist with travel arrangements including flights accommodation and transportation when requested
• Prepare file scan copy and distribute documents
• Maintain accurate electronic and physical filing systems
• Perform data entry and update company supplier and customer databases
• Support the preparation of reports letters presentations and other business documents

Mail Deliveries and Courier Services

• Receive record and distribute incoming mail packages and deliveries
• Prepare outgoing mail and coordinate courier and shipping services
• Maintain accurate records of incoming and outgoing correspondence and deliveries
• Ensure important or confidential documents are delivered securely to the appropriate recipient

Office and Facilities Coordination

• Monitor office supplies and arrange replenishment when required
• Oversee the appropriate use and availability of office equipment
• Report faults and coordinate repairs or maintenance with approved service providers
• Support vendor relationships relating to office supplies maintenance catering and other administrative services
• Assist with facilities-related requests and follow up until completion
• Coordinate food and refreshment deliveries when requested

Meetings and Events

• Assist with planning and coordinating meetings conferences employee events and special functions
• Prepare meeting rooms and ensure they are clean organized and ready for use
• Arrange catering refreshments and meeting materials
• Confirm that relevant technical equipment is available and operational
• Assist with meeting invitations attendance records and other logistical arrangements

Record Keeping and Compliance

• Maintain accurate visitor telephone delivery and access records
• Protect confidential company employee and visitor information
• Comply with company policies and applicable health safety security and access procedures
• Report security concerns hazards or unusual incidents to the appropriate department immediately

Education

High school diploma or equivalent.Diploma or certification in Office Administration, Business Administration, or Customer Service is advantageous.

Experience

• Previous experience as a Receptionist, Front Desk Administrator, Administrative Assistant, or in a similar customer-facing role
• Experience in a manufacturing, industrial, or corporate environment is advantageous
• Experience working in an industrial or regulated environment would be beneficial

Skills & Competencies

• Proficiency in Microsoft Office, particularly Word, Excel, Outlook, and PowerPoint
• Ability to use telephone systems, printers, scanners, copiers, and other general office equipment
• Excellent customer service and interpersonal skills
• Professional, presentable, and courteous manner
• Strong verbal and written communication skills
• Excellent organizational and time-management abilities
• High level of discretion and confidentiality
• Ability to multitask and work effectively in a professional environment