at Amazon will serve as the first point of contact for clients and visitors, while also playing a vital role in managing administrative, financial, and operational tasks. This dual-function role supports the day-to-day smooth functioning of the business centre, including client invoicing, expense tracking, and financial reporting, alongside front desk and client support duties.
Key Responsibilities
Front Office & Client Management
Greet and welcome visitors with a warm, professional demeanor, ensuring a positive first impression.
Answer, screen, and direct incoming calls; take accurate messages when required.
Receive and manage daily mail, deliveries, and couriers.
Maintain and update records of bookings, visitor logs, client information, and access credentials.
Administrative Support
Prepare, edit, and format internal documents, reports, and presentations as needed.
Maintain databases, office files, and administrative records with accuracy and confidentiality.
Manage inventory and place orders for office supplies and pantry essentials.
Coordinate with vendors and service providers for admin and maintenance tasks.
Facilities Coordination
Oversee cleanliness and orderliness of reception, lounge, and other communal areas.
Conduct monthly checks on all offices to ensure maintenance of decor and facilities.
Report facility issues promptly to building management and follow up for resolution.
Coordinate with vendors, suppliers & other service providers to ensure consistent and on-time maintenance of the facility.
Client Support & Event Coordination
Assist clients and guests with questions regarding services and amenities.
Schedule and organize internal meetings, events, and external bookings for meeting rooms and conference areas.
Coordinate with internal teams to ensure client onboarding and offboarding, including DED Ejari processes, access allocation, and deposit returns.
Ensure availability of AV equipment, meeting supplies, and refreshments for hosted events.
Bookkeeping & Finance Responsibilities
Invoicing & Receivables
Generate and send accurate client invoices in a timely manner, based on usage of services and memberships.
Record and reconcile payments received, ensuring timely follow-ups for outstanding dues.
Maintain systematic records of all client accounts, contracts, and financial documents.
Payments & Reconciliations
Manage petty cash and record daily expenditures with supporting bills.
Track centre-related expenses and maintain up-to-date ledgers and financial logs.
Reconcile monthly bank statements with internal records to ensure accuracy.
Payroll & Compliance Support
Assist in preparing payroll by compiling attendance and leave data.
Maintain employee salary files and coordinate with HR/payroll service providers.
Ensure compliance with standard accounting principles and internal financial policies.
Reporting & Forecasting Support
Assist in generating basic monthly financial reports for internal management review.
Support budgeting exercises by providing accurate records of recurring expenses and expected receivables.
Work closely with the external accountant or auditor to ensure accuracy and readiness of books for review.
Security & Compliance
Follow all security procedures for visitor registration, issuing passes, and ID verification.
Ensure all financial and client data is handled securely and stored according to compliance protocols.
Skills and Qualifications
Minimum 3 years of experience in administration, reception, or bookkeeping roles.
Strong knowledge of basic accounting principles and practices.
Familiarity with bookkeeping and invoicing tools such as QuickBooks, Zoho Books, or Tally.
Proficiency in MS Office Suite (Excel, Word, Outlook, PowerPoint).
Experience using CRM Tools (HubSpot) & demonstrated comfort in learning new technologies and tools.
Excellent communication, organizational, and multitasking abilities.
High attention to detail and ability to handle sensitive and confidential information.
Job Type: Full-time
Pay: AED3,500.00 - AED4,000.00 per month
Ability to commute/relocate:
Dubai: Reliably commute or planning to relocate before starting work (Preferred)
Experience:
Reception & Admin: 2 years (Required)
Bookkeeping: 1 year (Required)
Location:
* Dubai (Required)
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