Receptionist & Sales Admin

Admin Assistant

Job Brief

A Receptionist and Admin Assistant is responsible for greeting visitors and delivering exceptional customer service assistance. This entails answering calls and fielding them accordingly, addressing visitor’s questions and needs, and providing an overall welcoming environment. 

A Sales admin is responsible for all the sales administrative side of the process and completing and closing the whole deal of the clients and sales administrative process. 

As well as the management of the sales administrative cycle, shall be under the control if the Sales admin specialist. 

The Sales admin shall be responsible for communicating with the Legal Department, Finance and Accounting and the Administrative Board members Office manager for the issuance of the contracts, and managing their whole cycle. 

Admin Assistant duties and responsibilities include providing administrative support to ensure efficient operation of the office. Supports managers and employees through a variety of tasks related to organization and communication. Responsible for confidential and time sensitive material. Familiar with a variety of the field's concepts, practices and procedures.

Ability to effectively communicate via phone and email ensuring that all Administrative Assistant duties are completed accurately and delivered with high quality and in a timely manner. May direct and lead the work of others. Rely on experience and judgment to plan and accomplish goals and a wide degree of creativity and latitude is expected. Typically reports to a manager or head of a unit/department.

Admin Assistant shall provide support to managers, other employees, and office visitors by handling a variety of tasks in order to ensure that all interactions between the organization and others are positive and productive.

Tasks and Responsibilities

• Answer and direct phone calls
• Organize and schedule appointments
• Cover the reception desk
• Plan meetings and take detailed minutes
• Write and distribute email, correspondence memos, letters, faxes and forms
• Assist in the preparation of regularly scheduled reports
• Develop and maintain a filing system
• Update and maintain office policies and procedures
• Order office supplies and research new deals and suppliers
• Maintain contact lists
• Book travel arrangements
• Submit and reconcile expense reports
• Provide general support to visitors, answering as well any related inquiries and requests
• Act as the point of contact for internal and external clients
• Liaise with executive and senior administrative assistants to handle requests and queries from senior managers
• Take dictation
• Prepare and monitor invoices
• Develop administrative staff by providing information, educational opportunities and experiential growth opportunities
• Ensure operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques
• Maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies
• Maintain professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies
• Contribute to team effort by accomplishing related results as needed
• Carry out administrative duties such as filing, typing, copying, binding, scanning etc.
• Write letters and emails on behalf of other office staff
• Book conference calls, rooms, taxis, couriers, hotels etc.
• Maintain computer and manual filing systems
• Handle sensitive information in a confidential manner
• Take accurate minutes of meetings
• Coordinate office procedures
• Develop and update administrative systems to make them more efficient
• Resolve administrative problems
• Manage staff appointments
• Oversee and supervise the work of junior staff
• Maintain up-to-date employee holiday records
• Coordinate repairs to office equipment
• Photocopy and print out documents on behalf of other colleagues
• Anticipate the needs of others in order to ensure their seamless and positive experience.
• Issue the contracts for the sales team
• Revise and confirm with the different departments (Ex: Sales, legal and administration…etc.) all the contract terms and conditions, before handing over to the Board Members office manager for final review and signatures.
• Responsible for the full Contracts cycle, till handed over to the client.
• Maintain a good relationship with the client after sales and for collections.
• Coordinate a good long term relationship with the clients and the company, with a very well determined image to assist having the loyalty of the clients.
• Continuous communication with the clients to try to have an advantage of their Word of Mouth and their influence regarding our sales targets.
• All the communication with the client after the contracts are signed, are the Sales admin responsibility.