Job Description – Receptionist
Job Summary
Receptionist is responsible for managing the office area and ensuring the smooth and efficient day-to-day operation of the office. The role involves handling front-office activities, office administration, facilities management, vendor coordination, and providing administrative support to employees and management.
The position serves as a central point of coordination between visitors, employees, departments, suppliers, building management, and senior management to maintain a professional, organized, and productive workplace.
Key Responsibilities
1. Reception & Front Office Management
- Manage the reception area and ensure a professional and welcoming environment.
- Greet and assist visitors, clients, and guests.
- Handle incoming calls, emails, couriers, and general correspondence.
- Receive, sort, and distribute incoming and outgoing documents and packages.
- Coordinate meeting room bookings and ensure meeting rooms are properly arranged.
2. Office Administration & Operations
- Oversee daily office operations and ensure the workplace is organized and functioning efficiently.
- Manage office supplies, stationery, pantry items, and office equipment.
- Monitor inventory levels and arrange timely replenishment.
- Maintain accurate physical and digital filing systems.
- Ensure administrative records and documents are properly maintained.
- Support employees and departments with day-to-day administrative requirements.
3. Facilities Management
- Monitor office maintenance, repairs, cleaning, security, and general workplace conditions.
- Coordinate with IT support and other service providers when required.
- Ensure office health, safety, cleanliness, and compliance standards are maintained.
- Report and follow up on facility-related issues until resolution.
4. Coordination & Communication
- Coordinate administrative requirements between departments.
- Facilitate smooth internal communication and information flow.
- Schedule meetings and coordinate meeting logistics.
- Assist senior management with travel arrangements, accommodation, transportation, and other logistics when required.
- Support company events, meetings, and other administrative activities.
Key Performance Indicators (KPIs)
- Smooth and uninterrupted day-to-day office operations.
- Timely resolution of office and facilities-related issues.
- Timely vendor payments, contract renewals, and service arrangements.
- Effective control of office supplies and administrative expenses.
- Accurate and well-organized records and documentation.
- Positive employee and visitor experience.
- Compliance with office health, safety, and administrative standards.
- Effective cost control and adherence to approved budgets.
Required Skills & Competencies
- Strong communication and interpersonal skills.
- Ability to multitask and prioritize responsibilities.
- Strong coordination and follow-up skills.
- Good knowledge of MS Excel, MS Word.
Experience & Qualifications
- Bachelor's degree or diploma in Business Administration, Office Management, or a related field preferred.
- Previous experience in reception, office administration, office management, or facilities coordination.
- Experience dealing with vendors and service providers is an advantage.
- Good command of English; additional languages are an advantage.
- UAE experience is preferred.
Department: Administration
Position: Receptionist
