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Job Post Details

Receptionist & Admin Executive - job post

Zahrawi Medical
Abu Dhabi
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Job details

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Job type

  • Full-time


Abu Dhabi

Full job description

About Zahrawi Group

Zahrawi Group is a leading company in the GCC Healthcare Industry with its presence in UAE, KSA, Qatar, Bahrain, & Oman markets. The company supplies and distributes high-quality products and services to Hospitals, Clinics, Laboratories, & Analytical Industries.

job Brief
The Receptionist & Admin Assistant is accountable for handling all phone calls and maintaining the reception area.


Policies & Procedures:

  • Adhere to all Zahrawi Policies & Procedures as applicable.


  • Managing the reception area; welcoming visitors and directing them to the right place.
  • Attending all incoming telephone calls, determining the purpose, forwarding the call to concerned personnel and sending emails if needed regarding the call.
  • Handling the reception email address, and direct and prioritize tasks received accordingly.
  • Maintaining international phone log, Zahrawi extensions, fingerprint access, staff files, contract & agreement files, and updating them frequently.


  • Maintaining meeting rooms schedule and arranging the bookings as per importance and capacity of rooms.
  • Third party suppliers’ management including their access & scoop of work completion.
  • Hotel Credit Applications, forms and documents that require Zahrawi information filling and signing from the respective approvers.
  • Keeping scanned records of all-important contracts and agreements sent from or received at Abu Dhabi office.
  • Office inspection multiple times a day focuses on clean, organized, maintain functionality, reporting to contracted teams for rectification.
  • Assisting and supervising in the filing and distribution of documents to ensure it is done by the office assistant properly.
  • During the absence of the office assistant, responsible for the documents and non-documents sent with the drivers to office and Warehouse and following up with Admin Team to ensure receiving them, responsible of handling DHL Courier.

Office Coordination:

  • Emailing scanned copies of the cheques and receipt vouchers to the finance department.
  • Coordinating with sales coordinator for tenders.
  • Addressing technical issues to the IT department and Supporting IT to ensure all connections are running well in the office.
  • Supporting and assisting sales and service divisions with scanning, printing, finding LPOs, contracts and agreements, arranging the staff files of personal documents, arranging staff meetings.

Management Coordination:

  • Arranging the Group VP’s MS teams calls and following up with the attendants.
  • Maintaining the Group VP’s business cards file and updating it when requested.
  • Attending all the Events Planning Virtual Meetings and ensuring bringing up creative ideas, following up with the plan and arranging the events in AUH office


  • Education: Bachelor’s degree
  • Additional details:
    • Candidate should be willing to move to Company Visa (when applicable)
    • Candidate should be based in the UAE
  • Experience: 1 - 2 years of experience
  • Job Specific Skills: Reception, Admin

Location: UAE - Abu Dhabi


Job Posting Date: 19-04-2024

Division/Department: Administration

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