Front Office Administrator (UAE National)

Job Description

Reception & Front Desk

• Manage the reception desk and welcome visitors, clients, candidates, and vendors.
• Answer and route incoming calls, emails, and general enquiries - take accurate messages and follow up as needed.
• Maintain a tidy, professional reception and meeting room set-up (seating, water, stationery, basic AV readiness).
• Coordinate incoming/outgoing mail, deliveries, and couriers, including tracking and distribution.

Executive & Operations Administrative Support

• Provide basic administrative support to the CEO, including scheduling meetings, managing invites, and coordinating diary requirements.
• Prepare daily/weekly schedule overviews and reminders - flag priorities, clashes, and deadlines.
• Coordinate meeting logistics (room bookings, attendee confirmations, agenda support, AV set-up, refreshments where required).
• Capture action points or notes when requested and follow up on outstanding actions to closure.
• Draft, format, and proofread emails, letters, and routine documents as required.
• Support Arabic-related documentation as needed, including drafting and reviewing letters in Arabic.
• Handle confidential information with discretion and maintain organised digital filing.
• Support basic travel and expense coordination when required.

Office & Stakeholder Coordination

• Act as a coordination point for internal approvals, signatures, and priority requests.
• Support company-wide events or leadership meetings (e.g., townhalls, client visits) including logistics and attendance tracking.
• Coordinate onboarding and visitor logistics with HR/Admin (welcome support, meeting room arrangements, basic readiness).
• Liaise with building management and vendors for office-related service requests and follow-ups.

Key Skills

• Strong calendar and schedule management skills with high attention to detail.
• Clear, professional communication in English and Arabic, both verbal and written.
• Proven ability to handle sensitive and confidential information with discretion and professionalism.
• Strong coordination, follow-through, and stakeholder management; able to chase actions politely but firmly.
• Highly organised in documentation, record-keeping, and digital filing.
• Sound judgement with the ability to prioritise effectively in a fast-paced environment.

Tools

• Google Workspace (Gmail, Calendar, Docs, Sheets, Slides) – strong working knowledge.
• Basic office systems: visitor logs, email distribution lists, document templates, and trackers.
• Video conferencing tools: Google Meet / Zoom / MS Teams.
• Comfortable using systems for routine coordination (e.g., Microsoft Dynamics, Darwinbox) is a plus