Receptionist

Job Description – ReceptionistJob SummaryReceptionist 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 Responsibilities1. Reception & Front Office ManagementManage 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 & OperationsOversee 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 ManagementMonitor 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 & CommunicationCoordinate 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 & CompetenciesStrong communication and interpersonal skills.Ability to multitask and prioritize responsibilities.Strong coordination and follow-up skills.Good knowledge of MS Excel, MS Word.Experience & QualificationsBachelor’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: AdministrationPosition: Receptionist