Job Description

Roles & Responsibilities

Job Purpose: To efficiently manage front office operations by ensuring smooth communication, professional visitor handling, and providing administrative support to the Regional Office. The role involves coordination, documentation, and assisting with day-to-day administrative activities.

Key Responsibilities:

• Manage reception operations, including opening, daily, and closing procedures.

• Manage meeting room bookings, conference, and training room bookings, ensure scheduling accuracy, and confirm all equipment is functional.

• Greet and assist visitors, staff, and clients in a professional manner.

• Maintain the guest register.

• Handle incoming and outgoing couriers for the Regional Office.

• Coordinate limo bookings for staff and visitors.

• Maintain and update the internal extension/contact list.

• Order and maintain inventory of stationery, grocery items, and other consumables with monthly updates.

• Prepare new joiner stationery kits and coordinate ID cards and name badges.

• Issue new staff joining kits and update the stock register accordingly.

• Maintain proper filing systems and documentation.

• Handle printing, scanning, and general administrative documentation.

• Maintain records of outsourced staff and uniforms (under admin supervision).

• Receive and distribute communications, mail, and documents to the concerned departments.

• Collect mail from the PO Box and hand over to respective staff with proper acknowledgment.

• Support work permit application processes.

• Conduct RO female washroom inspections as per the checklist.

• Assist in invoice receiving and record keeping.

• Support monitoring of Etisalat accounts and handle utility payments and Salik top-ups.

• Manage uniform issuance and update related stock registers.

• Place stationery orders and maintain stock records.

• Schedule shredding activities with the service provider and maintain related records.

• Arrange snacks and business lunches during meetings when required.

Skills and Competencies:

• Excellent communication and interpersonal skills.

• Strong organizational and multitasking abilities.

• Proficiency in MS Office (Word, Excel, Outlook, PowerPoint).

• High attention to detail and record accuracy.

• Professional appearance and customer service orientation.

• Ability to prioritize tasks and manage time effectively.

Desired Candidate Profile

Qualifications and Experience:

• Bachelor’s degree or equivalent qualification.

• Minimum 5 years of experience in a front-office or administrative role.

• Experience in handling administrative documentation and vendor coordination is preferred.