Receptionist

About the Role

Kaizen Firm is seeking a Receptionist to join a leading multinational automotive manufacturing company operating in Saudi Arabia. This full-time position is based in Jeddah, Makkah, and requires 2-5 years of relevant experience. The role supports a company specializing in high-quality automotive components and assemblies, contributing to major automotive programs through advanced manufacturing and operational excellence.

Key Responsibilities

• Welcome visitors, clients, suppliers, and contractors professionally.
• Confirm visitor appointments and notify relevant personnel of arrivals.
• Ensure all visitors complete required registration and security procedures, issuing and collecting badges in accordance with company and MODON access requirements.
• Coordinate visitor access and parking arrangements as needed.
• Maintain an organized, professional, and welcoming reception area, ensuring visitor health, safety, and security protocols are followed.
• Answer incoming telephone calls promptly, screening and directing them to the appropriate employee or department.
• Take accurate messages and ensure timely communication.
• Respond to general email inquiries and forward communications to the appropriate department.
• Maintain updated internal and external contact lists.

Administrative and Office Coordination

• Provide general administrative support to executive and non-executive employees.
• 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, maintaining 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.
• Receive, record, and distribute incoming mail, packages, and deliveries.
• Prepare outgoing mail and coordinate courier and shipping services, ensuring secure delivery of important or confidential documents.
• Monitor office supplies and arrange replenishment, overseeing the appropriate use and availability of office equipment.
• Report faults and coordinate repairs or maintenance with approved service providers.
• Support vendor relationships related 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 Compliance

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

Qualifications

• 2-5 years of experience in a similar receptionist or administrative support role.
• Strong organizational and communication skills.
• Proficiency in managing office equipment and administrative tasks.
• Ability to maintain confidentiality and adhere to security protocols.

Application Process

Candidates meeting the qualifications are encouraged to apply for this full-time Receptionist position in Jeddah, Makkah, Saudi Arabia.