Receptionist/Office Admin

ABOUT OUR CLIENT:Our client designs and manufactures control room consoles and technical furniture from their own facilities in with 70+ people, two factories and clients including the Burj Khalifa, BBC London, ADNOC and NEOM.ABOUT THE ROLE:We are looking for a Receptionist/Office Administrator to be the first face for every visitor, and the person who keeps the office, people's records and company documentation running smoothly. You will look after guests and the management team, keep the office well presented and stocked, and support HR and administration from a new joiner’s offer letter through to their visa renewals.The package for this role is up to AED 5,500 per month with benefits and depending on experience and skills.If you are warm with people, organised with paperwork, and the kind of person who notices the empty coffee jar or the passport expiring next month before anyone else does, this role will suit you.KEY RESPONSIBILITIES:GENERAL OFFICE ADMINISTRATION AND RECEPTIONReception and guest welcome: Greet visitors, clients and suppliers on arrival, register them, and guide them to meeting rooms and offices. Manage the main phone line and direct deliveries to the right person.Hospitality: Serve refreshments such as water, tea and coffee to guests and the management team, and prepare meeting rooms before and after each meeting.Facilities and cleanliness: Support and oversee the cleaning team so that offices, meeting rooms, washrooms and the pantry are clean and in good condition at all times. Report maintenance issues and follow up with building management and contractors until resolved.Pantry and office supplies: Monitor stock of pantry items, stationery and office consumables, raise purchase requests in good time and keep usage within budget.Branded collateral: Maintain stock of company branded T-shirts, notebooks, pens, company profiles and other marketing collateral, issue them to staff and visitors, and coordinate reorders with the marketing team.Company registrations and compliance: Support vendor registrations on client and supplier portals, company registrations, form filling, and applications for company insurances, trade licence renewals and other required certificates.Document management: Keep all company and employee documents organised and up to date on the company SharePoint, using a consistent folder structure and the latest version of every file.Events and engagement: Support company event setups, client visits and exhibitions, and organise monthly employee celebrations.General administration: Handle courier and mail, petty cash records, and other documentation and administrative work as required.HR-RELATED RESPONSIBILITIESRecruitment coordination: Schedule interviews between candidates and hiring managers, book rooms or online meetings, and keep candidates informed at each stage.Employee onboarding: Once a line manager submits a new hire form, issue offer letters, collect joining documents from new joiners, and arrange their workstation, IT access, ID card and first day induction.Visas and contracts: Apply for employment visas, Emirates ID, labour contracts and their renewals, as well as cancellations, through the relevant UAE authorities and typing centres.Renewal tracking: Maintain a renewals tracker and inform employees well in advance of upcoming visa, Emirates ID, passport and labour card expiries.Medical insurance: Support medical insurance applications, additions and deletions, distribute insurance cards and assist employees with general queries.Employee records and leave: Enter leave accurately, keep attendance and all other employee data current, and support monthly payroll inputs.Business travel: Book flights, hotels, transport and travel visas for the team, and prepare clear itineraries.Employee support: Prepare salary certificates, NOC letters and other employee letters, and support other day to day employee requirements.WHAT YOU WILL BRING:Proven experience as a receptionist, office administrator or HR and admin assistant. Minimum 2 years, preferably in the UAE.Working knowledge of UAE visa, Emirates ID and labour contract processes.Proficiency in Microsoft 365, including Outlook, Word, Excel, Teams and SharePoint.Excellent spoken and written English.A professional, well presented and welcoming manner with guests and senior management.Strong organisation and attention to detail, with the ability to manage several priorities at once.Discretion and sound judgement when handling confidential employee and company information.NICE TO HAVE:A qualification in business administration, HR or a related field.Experience in a manufacturing, engineering or fit-out company.Experience with HR or payroll software.A valid UAE driving licence.