Office Manager/Receptionist Required in Dubai

As an Office Manager/Receptionist, you will be responsible for managing the office environment, coordinating administrative tasks, and providing front-desk services. You will ensure that the office runs smoothly, support staff with administrative needs, and greet and assist visitors professionally.

Key Responsibilities:

1. Reception and Front Desk Duties:
   • Greet and welcome visitors and clients as they arrive at the office.
   • Answer, screen, and direct incoming phone calls to the appropriate departments.
   • Manage incoming and outgoing mail, packages, and deliveries.
   • Maintain a tidy and organized reception area.
2. Office Administration:
   • Oversee the daily operations of the office, ensuring that all administrative tasks are completed efficiently.
   • Order and manage office supplies, ensuring that inventory levels are maintained.
   • Coordinate office maintenance and repairs, working with vendors and service providers as needed.
   • Assist in the preparation of reports, presentations, and other documents as required.
3. Scheduling and Coordination:
   • Manage office calendars, including scheduling meetings, appointments, and conference calls.
   • Coordinate and arrange travel accommodations for staff as needed.
   • Organize and coordinate office events, meetings, and conferences.
   • Ensure that meeting rooms are prepared, including setting up equipment and refreshments.
4. Staff Support:
   • Provide administrative support to staff, including filing, data entry, and document management.
   • Assist with onboarding new employees, including setting up workstations and providing office orientations.
   • Act as the point of contact for office-related inquiries and issues.
5. Financial Administration:
   • Assist with basic accounting tasks, such as processing invoices, managing petty cash, and tracking expenses.
   • Coordinate with the finance department to ensure timely payment of bills and invoices.
   • Maintain records of office expenses and prepare reports as needed.
6. Communication and Correspondence:
   • Draft and distribute internal communications, such as memos, notices, and newsletters.
   • Manage the office email inbox, responding to inquiries and forwarding messages to the appropriate recipients.
   • Liaise with external partners, clients, and service providers as needed.
7. Technology and Equipment Management:
   • Manage office technology, including computers, printers, and communication systems.
   • Coordinate with IT support to resolve technical issues and ensure that office equipment is functioning properly.
   • Maintain records of office equipment and handle any upgrades or replacements.
8. Compliance and Safety:
   • Ensure that the office complies with health and safety regulations, conducting regular checks and audits.
   • Manage office security procedures, including access control and visitor management.
   • Maintain records of safety protocols and emergency procedures.
9. Document Management:
   • Organize and maintain digital and physical filing systems, ensuring that documents are easily accessible.
   • Ensure the confidentiality of sensitive information and maintain data privacy standards.
   • Assist with archiving and record-keeping tasks as required.
10. Continuous Improvement:
    • Identify opportunities to improve office processes and implement changes to enhance efficiency.
    • Stay updated on office management best practices and technologies to optimize office operations.
    • Provide input and suggestions for improving the overall office environment.

Qualifications:

• High school diploma or equivalent; additional qualifications in office administration or related fields are a plus.
• Proven experience in office management, administrative support, or as a receptionist.
• Strong organizational and multitasking abilities.
• Proficiency in Microsoft Office Suite and office management software.

Desired Skills:

• Excellent verbal and written communication skills.
• Strong interpersonal skills and a professional demeanor.
• Ability to work independently and manage multiple tasks simultaneously.
• High attention to detail and accuracy.
• Problem-solving skills and the ability to handle unexpected challenges.

How to apply:

Send your updated resume to our email or directly reach us at our phone:

Email: info@garant.ae

Telephone: +97144214335      WhatsApp  +971529385533