Receptionist & Admin📣 Job Ad

About the Role

Swatch Group is seeking a Receptionist & Admin to join their team in Riyadh, Saudi Arabia. This full-time role is essential for managing front desk operations, providing comprehensive administrative support, and coordinating customer service activities for the Service Center. The successful candidate will ensure professional visitor handling, efficient communication, accurate documentation, and excellent customer experience while supporting daily business operations. A minimum of 2-5 years of relevant experience is required for this position.

Key Responsibilities

• Welcome visitors, clients, and guests in a professional and courteous manner.
• Manage incoming telephone calls and direct inquiries to the appropriate departments.
• Maintain visitor registration logs and coordinate visitor access in accordance with company procedures.
• Ensure the reception area remains organized, professional, and aligned with company standards.
• Coordinate meeting room bookings and visitor arrangements when required.
• Receive and distribute incoming mail, courier deliveries, and official correspondence.
• Maintain accurate reception records, administrative logs, and ensure all assigned Excel trackers are updated.
• Prepare letters, memos, reports, and routine business correspondence.
• Maintain organized electronic and physical filing systems.
• Support departments with administrative documentation and data entry.
• Coordinate travel arrangements, appointments, and internal meetings when assigned.
• Assist HR and Administration with scheduling, documentation, and follow-up activities.
• Maintain accurate administrative records and ensure document confidentiality.
• Support office administration and daily coordination activities.
• Welcome walk-in customers visiting the Service Center and provide professional assistance.
• Register customer information and create work orders for walk-in customers and retailer service requests.
• Communicate repair status updates to customers via telephone and email.
• Respond to customer inquiries regarding service orders, repair progress, and collection arrangements.
• Coordinate customer appointments and service follow-up activities.
• Escalate customer concerns to the Service Center Manager when necessary.
• Maintain professional customer communication throughout the service process.
• Photograph all watches received for service in accordance with company procedures.
• Verify customer information and service documentation before processing.
• Prepare Proforma Invoices for outsourced repair services.
• Prepare shipping descriptions and supporting documentation for outsourced watches.
• Process and monitor Local Purchase Orders (LPOs).
• Prepare Daily Service Reports (DSR) and submit them to the Finance Department.
• Maintain complete and accurate service documentation and records, ensuring proper filing and traceability.
• Coordinate with Service Center technicians regarding work order status.
• Coordinate with Logistics for outgoing and incoming repair shipments.
• Follow up on outsourced repair orders and monitor turnaround times.
• Coordinate with Finance regarding invoicing and service documentation.
• Support operational reporting and daily administrative activities, ensuring effective communication between internal departments and customers.
• Perform other reception-related duties assigned by management.

Authority and Accountability

The Receptionist & Admin acts as the primary point of contact for visitors and Service Center customers. This role involves coordinating administrative and customer service activities within assigned responsibilities and operating company administrative and service management systems. A key accountability is maintaining the confidentiality of customer, employee, and company information. The role requires direct coordination with internal departments to support daily operations, but does not include authority to approve financial transactions, service pricing, or official company documents unless formally delegated.

Key Performance Indicators

• Incoming Call Response Time
• Visitor Satisfaction
• Reception Coverage Compliance
• Administrative Task Completion Rate
• Customer Response Time
• Customer Satisfaction Score
• Customer Update Compliance
• Customer Inquiry Resolution Time
• Work Order Accuracy
• Service Documentation Accuracy
• Photo Registration Compliance
• DSR Submission Accuracy
• LPO Processing Timeliness
• Proforma Invoice Accuracy
• Record Accuracy
• Filing Accuracy
• Zero Lost Documents
• Excel Tracker Accuracy

Working Relationships

This role involves extensive interaction with various internal and external stakeholders:

• Internal: HR Manager, HR Team, Customer Service Manager, Watchmakers & Technicians, Finance Department, Logistics Department, and all other internal departments.
• External: Customers, Retailers, Courier Companies, Visitors, Vendors, and External Service Providers.

Work Environment

This is an office-based, full-time position with responsibilities split between the Corporate Reception and the Service Center reception area, as dictated by business needs. The role requires continuous interaction with visitors, customers, employees, and external stakeholders, demanding the maintenance of a professional image and high service standards at all times.