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About Us:

Kaizen is the Number 1 Recruitment Leader in the MENA region and works on placing high-caliber professionals in prominent and lucrative roles across the Middle East & and GCC.

The Client:

A leading multinational automotive manufacturing company operating in Saudi Arabia, specializing in high-quality automotive components and assemblies.

The company supports major automotive programs through advanced manufacturing, strong quality standards, and operational excellence.

Receptionist

Responsibilities:

Reception and Visitor Management

• Welcome visitors, clients, suppliers and contractors in a friendly and professional manner.
• Confirm visitor appointments and notify the relevant person of each visitor’s arrival.
• Ensure all visitors complete the required registration and security procedures.
• Issue and collect visitor badges in accordance with company and MODON access requirements.
• Coordinate visitor access and parking arrangements where required.
• Maintain an organized, professional and welcoming reception area.
• Ensure that 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 executive and non-executive 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 JVIS KSA policies, MODON requirements and applicable health, safety and security procedures.
• Report security concerns, hazards or unusual incidents to the appropriate department immediately.

Work Experience

• 2-5 years of experience in a Receptionist or any similar role.

Other Skills/Requirements:

• 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 within MODON or a similar industrial environment would be beneficial.
• 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.

Next Steps:

When you apply for this position, a consultant from Kaizen Firm will evaluate your resume for the role being posted in addition to considering you for other relevant positions as they become available that match your interests, expertise, and skill set. Your CV might be submitted into our protected applicant tracking system, but none of your information will ever be disclosed to another party without your permission. Through https://zcu.io/cNxP, you can browse a wide range of employment opportunities and apply your personal data rights at any time.