Receptionist & Front Office Admin Assistant- Outsourced Contract

At Roche you can show up as yourself, embraced for the unique qualities you bring. Our culture encourages personal expression, open dialogue, and genuine connections,  where you are valued, accepted and respected for who you are, allowing you to thrive both personally and professionally. This is how we aim to prevent, stop and cure diseases and ensure everyone has access to healthcare today and for generations to come. Join Roche, where every voice matters.

The Position

The Front Office Admin Assistant is responsible for ensuring the smooth operation of the front office by managing phone calls, greeting visitors, handling inquiries, maintaining office organization, and providing support to staff. This role is crucial in representing the organization and ensuring a positive and efficient experience for clients, visitors, and employees.

What you bring:

Reception Desk Management: 

Maintain a professional presence at the reception desk at all times, ensuring that the reception area is clean, organized, and consistently reflects Roche’s image. Ensure the space is always presentable and welcoming for clients, visitors, and staff.

Customer Service & Reception Management: 

Provide exceptional service by professionally answering phone calls, assisting clients, visitors, and staff, and directing them to the relevant person or department. Greet and welcome guests, addressing inquiries and resolving concerns promptly while ensuring they feel valued and connected to the appropriate personnel.

Correspondence Management: 

Oversee the handling of incoming and outgoing mail, emails, and packages, ensuring timely delivery, follow-up, and accurate documentation.

Office Shipments: 

Manage all courier shipments, including sending and receiving packages. Ensure timely distribution of received shipments by promptly delivering them to the relevant person or department.

Office Maintenance: 

Ensure the office environment is consistently clean, organized, and well-maintained, promoting a professional and efficient workspace.

Catering: 

Oversee the daily office catering process, record amounts spent, and ensure timely delivery. 

Supplies Management: 

Track and manage office supplies, including buffet supplies and stationery, ensuring adequate stock levels.

Vendor & Task Oversight: 

Monitor and follow up on the completion of tasks requested from vendors, ensuring services are delivered as expected.

Contract & Service Provider Oversight: 

Monitor and manage office trackers to ensure contracts are renewed on time, purchase orders (POs) are issued, payments are processed, and services are consistently delivered in accordance with agreements with service providers.

Concur Settlements: 

Process monthly Concur expense reports and ensure they are completed accurately and on time.

Permit Management: 

Create and manage Al-Futtaim permits, ensuring all necessary permits are in place for operations.

Employee Care & Gifting: 

Coordinate and send thoughtful gifts to employees celebrating significant life events, such as marriage, the arrival of a baby, or recovery from surgery, ensuring they feel valued and supported by the organization according to the SOP.

Data Entry & Filing: 

Maintain accurate and up-to-date office databases, organize and file documents, and ensure proper record-keeping for easy access.

Who you are:

• A bachelor's degree is required; a degree in business administration or a related field is a plus.
• Previous administrative or front office experience is an asset.
• Proficiency in Google apps (Docs and Sheet), and experience with office equipment (printers, copiers, etc.).
• Strong verbal and written communication skills with excellent proficiency of English Language
• Ability to manage multiple tasks simultaneously and prioritize effectively.
• Friendly, professional demeanor and the ability to handle client interactions positively.
• Professional Appearance: Must maintain a presentable and professional appearance at all times, reflecting the organization's standards and values.
• Interpersonal Skills: Ability to interact professionally and respectfully with all staff, including office boys and security guards, fostering a cooperative and harmonious work environment.
• Attention to Detail: Demonstrates strong attention to detail, ensuring accuracy in tasks, documents, and communications, and catching potential errors before they arise.
• Multitasking: Comfort with managing various tasks simultaneously in a fast-paced environment.
• Dedication, Responsibility, and Ownership: Demonstrates a strong commitment to the role by taking full accountability for tasks, consistently delivering high-quality results, and proactively ensuring the successful completion of projects and responsibilities.
• Problem-Solving: Ability to assess situations and offer solutions, particularly when dealing with visitors or internal processes.
• Discretion: Maintain confidentiality and handle sensitive information with care.
• Effectively manage time and resources to meet deadline and demonstrates the ability to take initiative, make decisions, and speak up when necessary, even in challenging situations.
• Exhibits enthusiasm and dedication to tasks, driving both personal and team success with a positive attitude.
• Upholds strong ethical standards, demonstrating honesty and transparency in all actions and communications.

Who we are

A healthier future drives us to innovate. Together, more than 100’000 employees across the globe are dedicated to advance science, ensuring everyone has access to healthcare today and for generations to come. Our efforts result in more than 26 million people treated with our medicines and over 30 billion tests conducted using our Diagnostics products. We empower each other to explore new possibilities, foster creativity, and keep our ambitions high, so we can deliver life-changing healthcare solutions that make a global impact.

Let’s build a healthier future, together.

Roche is an Equal Opportunity Employer.