Receptionist

Daikin Middle East & Africa (DAME) is a subsidiary of Daikin Industries Limited, a Japanese outstanding company and worldwide the biggest developer, producer and supplier of HVAC-R (heating, ventilation, air conditioning and refrigeration) solutions, including heating pumps and cooling technology.

DAME is Daikin’s Middle East and Africa regional HQ. The regional has headquarter in Dubai and other offices in Abu Dhabi, Cairo (Egypt), Riyadh (Saudi Arabia), Jeddah (Saudi Arabia), Qatar as well as 2 production plants, and 2 sales subsidiaries and offices and a whole network of independent distributors and dealers across the MEA region.

Job Responsibilities:

1. Document Controlling:

•    Organize, maintain, and manage digital and physical records.
•    Ensure proper document storage and retrieval, adhering to company policies and procedures.
•    Track and manage document revisions and maintain document history.
•    Assist in the preparation and maintenance of sales records and other related documents.

 
2. Sales Team Support:

•    Assist the sales team in preparing and processing sales orders, invoices, and contracts, printing submittals & operation manuals.
•    Provide support for sales presentations.
•    Coordinate travel arrangements and itineraries for sales team members.

 
3. Courier Shipments and Collections:

•    Manage courier shipments, including arranging collections and deliveries as needed.
•    Track and monitor the status of shipments to ensure timely delivery.
•    Coordinate with the sales team and customers regarding shipping and delivery schedules.

 
4. Experience with Project Documentation Platforms:

•    Utilize platforms such as Aconex or similar tools for managing project documentation.
•    Ensure accurate and efficient handling of project documents, including filing, archiving, and retrieval.
•    Support the sales team with project documentation as required, including organizing and distributing documents.

 
5. Invoice and Payment Coordination:

•    Coordinate with customers to ensure invoices are received on time.
•    Follow up with customers regarding outstanding invoices and coordinate payment collection.
•    Work closely with the sales and credit departments to facilitate the timely collection of cheques and payments.
•    Maintain accurate records of invoicing and payment status.

 
6. General Office Support:

•    Assist with maintaining office supplies and equipment, including ordering new supplies when necessary.
•    Support other team members with ad hoc tasks and projects as needed.
•    Handle mail and packages, including sorting and distributing incoming mail and preparing outgoing mail.

 
7. Compliance and Confidentiality:

•    Ensure adherence to company policies and procedures, particularly regarding confidentiality and data protection.
•    Maintain a high level of discretion when handling sensitive information.

 
8. Professional Development:

•    Continuously improve skills and knowledge related to the role through training and development opportunities.

Job Requirements:

Education: 

• Diploma or Bachelor's Degree:
• A diploma or bachelor’s degree in Business Administration, Office Management, Secretarial Studies, or a related field would be advantageous.
• Candidates with certifications or diplomas in Sales Support or Project Management may also be well-suited.
• Additional Certifications (Optional but valuable):
• Document Control Management: Certification in managing documents, especially digital records, can be a plus.
• Project Documentation Platforms: Any training or certification on platforms like Aconex or similar project management tools will be valuable.
• Basic Accounting or Finance: Certification in accounting software or basic finance can be helpful in managing invoices and payments.

Skills:

• Proficiency in Office Software: Advanced knowledge of Microsoft Office Suite (Word, Excel, PowerPoint)  
• Experience with ERP Systems: Familiarity with CRM (Customer Relationship Management) software will be important for supporting sales operations.
• Document Management Systems: Experience using document control platforms such as Aconex, SharePoint, or other similar tools.
• Communication Skills: Strong verbal and written communication skills in English and Arabic.

Personality Attributes:

• Strong Organizational Skills: The candidate must be highly organized to manage document control, support the sales team, and handle multiple tasks simultaneously. A structured and detail-oriented approach will be crucial for maintaining accuracy and efficiency.
• Excellent Communication Skills: Since the role involves regular interaction with the sales team, customers, and external partners (e.g., couriers), the candidate should have strong verbal and written communication skills. They should be able to articulate themselves clearly and professionally in all forms of communication.
• Customer-Oriented Mindset: A receptionist often serves as the first point of contact for clients and partners. The candidate should have a friendly, approachable demeanor and the ability to provide a positive, welcoming experience for anyone interacting with the company.
• Problem-Solving Ability: The role requires handling various tasks, including document management, sales support, and courier coordination. The candidate should be resourceful and able to think critically to address challenges or issues that arise.
• Proactive Attitude: A successful candidate should be self-motivated and able to anticipate the needs of the sales team or potential issues in document handling or payments. Being proactive in offering support and addressing problems before they escalate will be key.
• Attention to Detail: Given the importance of document control, invoicing, and tracking shipments, the candidate must demonstrate a high level of accuracy and attention to detail to avoid mistakes and ensure smooth operations.
• Adaptability and Flexibility: The role involves a variety of tasks, which can change day to day. The candidate should be adaptable and able to handle sudden changes or new tasks, such as supporting special sales projects or handling urgent document needs.
• Team Player: Since they will support the sales team and interact with other departments, the candidate should be collaborative and able to work well with others. They should be willing to assist teammates and contribute to the overall success of the team.
• Discretion and Trustworthiness: Given the role’s involvement in handling sensitive documents, payments, and customer information, the candidate must have a high degree of integrity and discretion. Maintaining confidentiality is essential.
• Calm Under Pressure: In a fast-paced corporate environment, particularly in sales, the candidate should remain calm and composed under pressure. This will help them manage their workload effectively and maintain professionalism in stressful situations.
• Positive Attitude and Enthusiasm for Learning: A positive, can-do attitude and a willingness to learn and grow within the company are highly desirable traits. The candidate should be eager to take on challenges and continuously improve their skills.

Daikin Middle East & Africa FZE is a subsidiary of Daikin Industries Ltd. and the leading provider of heating, cooling, ventilation, air purification, and refrigeration technology. The company designs, manufactures and brings to market a broad portfolio of equipment, as well as tailor-made solutions for residential, commercial, and industrial purposes in Europe, Middle East, and Africa (EMEA). To date, Daikin EMEA has over 12 000 employees across more than 59 consolidated subsidiaries. It has 12 major manufacturing facilities based in Belgium, the Czech Republic, Germany, Italy, Spain, Turkey, Austria, and the UK. Our aim is to drive sustainable and effective solutions, sparking a good climate for the generations to come. And all this can only be achieved because of our People. 

Good climate starts with people 
Our employees are the beating heart of our company. At Daikin, you get to work in a positive environment backed by trust, creativity and continuous improvement. Together, we create our top-quality solutions by empowering talented teams. You will get plenty of opportunities to learn and grow. We are deeply committed to a diverse and inclusive workplace culture that reflects the communities we serve. Good climate starts with people.