Description

Job Responsibilities:
Front Office:
Reception Management:

Greet and welcome visitors, clients, and employees upon arrival.
Direct visitors to the appropriate person or department.
Telephone Handling:

Answer, screen, and forward incoming phone calls.
Provide basic and accurate information in person and via phone/email.
Administrative Support:

Receive, sort, and distribute daily mail and deliveries.
Maintain office security by following safety procedures and controlling access via the reception desk (monitor logbook, issue visitor badges).
Appointment Scheduling:

Schedule and confirm appointments and meetings.
Manage the calendar for conference and meeting rooms.
Customer Service:

Address inquiries and complaints efficiently and professionally.
Provide information and assistance to clients and visitors.
Record Keeping:

Maintain and update contact lists.
Keep records of visitor logs, call logs, and other relevant information.
Office Supplies Management:

Monitor and maintain office equipment and supplies.
Order and replenish office supplies as needed.
Coordination:

Coordinate with internal staff regarding meetings, visitor arrangements, and other front office activities.
Assist in organizing company events or meetings.
Secretary:
Administrative Tasks:

Prepare and manage correspondence, reports, and documents.
Organize and coordinate meetings, conferences, and travel arrangements.
Take, type, and distribute minutes of meetings.
Office Management:

Maintain schedules and calendars.
Arrange and confirm appointments.
Handle incoming mail and other material, and manage the filing system.
Communication:

Communicate verbally and in writing to answer inquiries and provide information.
Liaise with internal and external contacts.
Documentation:

Maintain an organized system for documents and files.
Ensure the confidentiality and security of office files and documents.
Support Tasks:

Assist with special projects as needed.
Provide administrative support to senior management.
Qualifications:
Education:

High school diploma or equivalent.
Additional qualifications or certifications in office management or related fields can be advantageous.
Experience:

Previous experience in a front office, receptionist, secretary, or customer service role is preferred.
Familiarity with office equipment and administrative procedures.
Skills:

Proficient in Microsoft Office Suite (Word, Excel, Outlook).
Excellent verbal and written communication skills.
Strong organizational and multitasking abilities.
Good interpersonal and customer service skills.
Ability to handle stressful situations calmly and efficiently.
Personal Attributes:

Professional appearance and demeanor.
Friendly and approachable attitude.
Punctual and reliable.
Language:

Proficiency in English is essential.
Knowledge of Arabic or other languages can be an advantage.
Additional Considerations:
Work Environment:

Typically office-based with a standard workweek, though some positions may require extended hours or weekend work.
Requires the ability to sit for long periods and manage front office or secretarial operations effectively.
Cultural Awareness:

Understanding of the cultural and business environment in the UAE.
Ability to interact professionally with a diverse group of clients and visitors.