InterSystems

Compensation: AED 10,000 per month (total package)

Contract: 4-month fixed term, with a strong possibility of becoming permanent

Visa: Sponsorship available

Language: Arabic proficiency is highly advantageous

Location: Dubai Healthcare City

Job Summary:

This role is responsible for all the administrative activities that facilitate the smooth and efficient running of the office - front of house. Primarily this role will be accountable for all reception and general housekeeping duties. The role will also assist in other general and specific administrative functions as and when requested.

Responsibilities:

• Answer all incoming calls within a prompt timeframe and in a professional manner / Either direct calls or take a detailed message and email message to the staff.
• Provide a professional and cordial first point of contact to all company visitors (by phone or in person). In charge to prepare coffee or water for the in-house visitors and attend to their enquires.
• Travel Arrangements for staff (hotel, tickets, and taxis) – Domestic and International
• Update calendars and schedule meetings, conference calls and video conferences with both internal & external stakeholders.
• Ensure good housekeeping (clean & tidy) at all times particularly in relation to the Reception area, Boardroom, Meeting rooms, Lobby, Training room and the Kitchens of all the floors. Be the point of contact for general housekeeping requests from staff and from outsourced trades persons.
• Coordinate and register mail flow in and out of the office.
• Maintain Stationery, coffee capsules, postage stock levels and cleaning supplies / provide draft refill orders to Office Manager for approval on a regular or needs-be basis.
• Provide HR administrative support, example; Training, benefits, and projects organization support; together with any other tasks as requested from time to time.
• Support preparing presentations – formatting, printing, binding.
• Provide general assistance to staff as requested.
• Reconcile invoices for Suppliers (transportation, courier services, hotels, office facilities)
• Handle Corporate Careem Log-in account for new hires and handle all Careem bookings and address any related inquiries.
• Handle the office weekly flower arrangements including flowers for employee special occasions, arrange gift vouchers.
• Monitor visitor door access cards and monthly rotation of office parking cards.
• Monitor Daily Attendance and submit weekly report to HR.
• Handle new business card requests for ISC staff.
• Monitor supply of office drinking water and small bottled water for meeting rooms
• Monitor and prepare fruits, vegetables, and nuts for office consumption on daily basis.
• Organize morning snacks, order lunch and food preparation for Internal / client training in Dubai office.
• Assist office facilities in office plant maintenance.
• Print door name plates as necessary.
• Handle in and outgoing mails, couriers, and shipments.
• Handle petty cash and submit report to account every end of the month.
• Create PO for different vendors for hotel stay, office stationeries, office groceries.
• Book VFS Saudi visa appointments for ISC employees.

Qualifications:

• Ability to prioritize tasks to ensure daily duties and assigned tasks’ deadlines are met
• Good telephone skills, particularly able to screen calls where needed
• Good interpersonal (people) and verbal communication (pronunciation) skills
• Ability to work in a team environment.
• Professional manner and dress code at all times
• Self-motivated, with good initiative and pro-active attitude
• Ability to organize in-house events.
• Proficiency in English
• Previous experience, at least 5 years in similar labors.
• Intermediate Microsoft Office – Word/Excel and PowerPoint.

About InterSystems

InterSystems, a creative data technology provider, delivers a unified foundation for next-generation applications for healthcare, finance, manufacturing, and supply chain customers in more than 80 countries. Our data platforms solve interoperability, speed, and scalability problems for large organizations around the globe to unlock the power of data and allow people to perceive data in imaginative ways. Established in 1978, InterSystems is committed to excellence through its 24×7 support for customers and partners around the world. Privately held and headquartered in Boston, Massachusetts, InterSystems has 38 offices in 28 countries worldwide. For more information, please visit InterSystems.com.