Job Description

Front Desk Operations:

Greet and welcome visitors in a professional and courteous manner.

Provide information and assistance to visitors, clients, and employees.

Manage incoming and outgoing calls, redirecting them to the appropriate individuals.

Handle inquiries and provide accurate and timely information to callers.

Reception and Visitor Management:

Maintain a clean and organized reception area.

Register and sign in visitors, issue visitor badges, and notify employees of visitor arrivals.

Monitor and manage access to the premises, ensuring security protocols are followed.

Coordinate with other departments to schedule appointments and meetings.

Communication and Correspondence:

Manage incoming and outgoing mail, packages, and deliveries.

Distribute mail and faxes to the appropriate recipients.

Maintain email and phone directories, updating contact information as needed.

Assist in drafting, proofreading, and formatting documents, letters, and memos.

Administrative Support:

Provide general administrative assistance to various departments.

Schedule and coordinate meetings, appointments, and travel arrangements.

Maintain calendars and assist in managing executive schedules.

Prepare meeting rooms, arrange for necessary equipment, and coordinate catering, if required.

Office Supplies and Inventory:

Monitor and maintain inventory of office supplies and place orders as needed.

Ensure proper functioning of office equipment and request repairs or replacements when necessary.

Coordinate with vendors and suppliers for office-related purchases.

Recordkeeping and Data Entry:

Maintain and update records, files, and databases accurately and confidentially.

Enter data into computer systems and verify its accuracy.

Assist in organizing and archiving documents and files.

Team Collaboration:

Collaborate with colleagues and provide support when required.

Assist in coordinating internal events, celebrations, and activities.

Contribute to maintaining a positive and inclusive work environment.

Qualifications

High school diploma or equivalent; additional administrative certifications or training is a plus.

Proven experience in a receptionist or administrative support role.

Excellent verbal and written communication skills.

Professional and friendly demeanour with strong customer service skills.

Proficiency in using office equipment, such as a multi-line phone system, copiers, and fax machines.

Familiarity with office software applications, including word processing and spreadsheet programs.

Strong organizational and time management abilities.

Ability to handle multiple tasks and prioritize effectively in a fast-paced environment.

Attention to detail and accuracy in data entry and recordkeeping.

Ability to maintain confidentiality and handle sensitive information with discretion.

Job Type: Full-time

Pay: AED3,000.00 - AED3,500.00 per month

Ability to commute/relocate:

Dubai: Reliably commute or planning to relocate before starting work (Required)
Application Question(s):

What is your visa status and validity?
Experience:

administrative assistant: 1 year (Preferred)
Language:

* English (Preferred)