Office & Tenant Assistant

il y a 6 heures

Beyrouth, Beyrouth, Liban Beirut Digital District- Zeal Temps plein

Key Responsibilities

  • Front Desk & Visitor Management
  • Welcome and greet visitors in a professional and friendly manner.
  • Guide visitors to relevant floors, elevators, or meeting areas.
  • Ensure visitor comfort while waiting (water, assistance, etc.).

  • Notify employees of visitor arrivals and ensure prompt attendance.

  • Call Handling & Communication

  • Answer incoming calls professionally and direct them to the correct department.
  • Take accurate messages and ensure timely follow-up.

  • Act as a communication link between tenants, internal teams, and service providers.

  • Tenant Support & Relations

  • Serve as the primary point of contact for tenants for inquiries, complaints, and requests.
  • Handle tenant concerns with empathy and professionalism.
  • Follow up on escalated or complex issues with internal departments.
  • Conduct regular tenant check-ins and gather feedback.

  • Support community activities and events to ensure a seamless tenant experience.

  • Service Ticket & Request Coordination

  • Manage service tickets submitted through the BDD application.
  • Track, document, and follow up on all tickets until closure.
  • Coordinate with IT, Engineering, Procurement, and Accounting for resolutions.
  • For requests requiring quotations:
  • Obtain and share quotations.
  • Follow up on approvals.
  • Confirm completion of works.

  • Prepare weekly ticketing and tenant support reports.

  • Facility & Service Provider Coordination (Support Role)

  • Support the monitoring of cleaning, maintenance, security, and valet teams.
  • Report service issues, incidents, and operational risks.
  • Follow up on corrective actions with service providers.

  • Support inspections and quality checks when requested.

  • Administrative & Internal Support

  • Support Accounting with:
  • Receiving invoices and documents.
  • Coordinating messenger deliveries.
  • Handling petty cash reports and invoice sharing.
  • Support HR with:
  • Internal event coordination.
  • Uniform records.
  • Expat papers follow-up.
  • Proxies for messengers.

  • Employee birthday visuals (Canva).

  • Office & Facilities Administration

  • Manage kitchen supplies, snack bar, and stationery.
  • Monitor inventory and submit replenishment requests.
  • Ensure shared spaces are clean and report issues.
  • Conduct basic office checks and report damages.

  • Scan and maintain maintenance contracts.

  • Access Cards & Connectivity Support

  • Coordinate access card requests with IT and BDD.
  • Report lost or faulty cards.

  • Support tenants with Ogero landline and internet connectivity processes.

  • Messenger & Delivery Coordination

  • Distribute tasks fairly among messengers.
  • Track deliveries using the messenger tracking sheet.
Desired Candidate Profile

Diploma or Bachelor s degree in Business Administration or related field.

1 3 years of experience in reception, admin, or customer service roles.

Strong communication and interpersonal skills.

High attention to detail and organization.

Ability to multitask and follow up on tasks.

Basic knowledge of MS Office and ticketing systems.

Customer-focused and solution-oriented mindset.

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