Receptionist & Admin - Saudis only

Job Purpose

To manage front desk operations, provide administrative support, and coordinate customer service activities for the Service Center. The Receptionist & Administrative Coordinator is responsible for ensuring professional visitor handling, efficient communication, accurate administrative documentation, smooth service coordination, and excellent customer experience while supporting day-to-day business operations.

Key Responsibilities

1. Front Office & Reception Duties

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 and administrative logs.
Ensure all assigned Excel trackers and administrative records remain updated.
Perform other reception-related duties assigned by management.

2. Administrative Support

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.

3. Service Center Customer Coordination

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.

4. Service Documentation & Administration

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.
Ensure all service-related documentation is properly filed and traceable.

5. Operational Coordination

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.
Ensure effective communication between internal departments and customers.

Authority & Accountability

Act as the first point of contact for visitors and Service Center customers.
Coordinate administrative and customer service activities within assigned responsibilities.
Operate company administrative and service management systems.
Maintain confidentiality of customer, employee, and company information.
Coordinate directly with internal departments to support daily operations.
No authority to approve financial transactions, service pricing, or official company documents unless formally delegated.

Key Performance Indicators (KPIs)

Front Office Performance

Incoming Call Response Time
Visitor Satisfaction
Reception Coverage Compliance
Administrative Task Completion Rate

Customer Service

Customer Response Time
Customer Satisfaction Score
Customer Update Compliance
Customer Inquiry Resolution Time

Service Administration

Work Order Accuracy
Service Documentation Accuracy
Photo Registration Compliance
DSR Submission Accuracy
LPO Processing Timeliness
Proforma Invoice Accuracy

Administrative Performance

Record Accuracy
Filing Accuracy
Zero Lost Documents
Excel Tracker Accuracy

Qualifications & Experience

Bachelor's degree in business administration or a related field preferred.
Previous experience in Reception, Administration, Customer Service, or Service Coordination.
Experience using Microsoft Office applications.
Excellent organizational and communication skills.
Ability to handle multiple tasks in a fast-paced environment.
Good command of English and Arabic (spoken and written).

Core Competencies

Customer Service Competencies

Customer Relationship Management
Communication Skills
Complaint Handling
Service Coordination

Administrative Competencies

Documentation Management
Data Entry Accuracy
Time Management
Organizational Skills

Behavioral Competencies

Professionalism
Attention to Detail
Confidentiality
Accountability
Reliability
Teamwork
Adaptability

Working Relationships

Internal

HR Manager
HR Team
Customer Service Manager
Watchmakers & Technicians
Finance Department
Logistics Department
All Internal Departments

External

Customers
Retailers
Courier Companies
Visitors
Vendors
External Service Providers

Work Environment

Office-based role with responsibilities shared between the Corporate Reception and the Service Center reception area, depending on business requirements.
Requires continuous interaction with visitors, customers, employees, and external stakeholders while maintaining a professional image and high service standards.