Front Office & HR Assistant

Job Purpose:

The Receptionist will be the friendly face and welcoming voice of CARMA Dubai — creating a warm, professional, and memorable first impression for every visitor, client, and colleague. This role is perfect for someone who is outgoing, with a natural flair for hospitality, excellent communication skills, and a proactive mindset.

In addition to managing front desk and administrative functions, the Receptionist will also provide support with HR-related tasks and ancillary duties as assigned by the Head of HR and Admin, to ensure smooth day-to-day operations across the organization.

Roles and Responsibilities

Front Desk & Guest Experience

• Greet and welcome every visitor with enthusiasm and positivity , ensuring they feel valued and comfortable.
• Maintain a neat, organized, and inviting reception area at all times.
• Manage visitor registration and notify relevant employees of arrivals.
• Offer refreshments and ensure guests are well taken care of while waiting.
• Coordinate meeting room bookings and assist with setup for meetings and events.

Telephone & Communication Handling

• Answer and direct calls cheerfully and professionally , taking accurate messages when needed.
• Respond to general inquiries via phone or email in a courteous and helpful manner.
• Keep internal contact lists updated and assist with general communication across departments.

Administrative Support

• Support daily administrative tasks including filing, photocopying, scanning, and data entry.
• Assist in scheduling internal meetings and coordinating logistics for company events or activities.
• Manage courier services, incoming and outgoing mail, and office deliveries.
• Monitor and order office supplies, stationery, and pantry items as needed.

HR Assistance

• Provide administrative support to the HR team in areas such as recruitment coordination, onboarding documentation, and maintaining employee records.
• Assist in arranging interviews, preparing interview schedules, and welcoming candidates.
• Support employee engagement initiatives, wellness activities, and internal communications.
• Help maintain HR databases and ensure documentation is properly filed and organized.
• Handle sensitive and confidential information with discretion and professionalism .

Office Coordination & Support

• Act as the point of contact for maintenance, IT, and facility-related issues, ensuring timely resolutions.
• Liaise with vendors and service providers for office-related services.
• Assist with travel bookings and accommodation arrangements when required.

Additional Duties

• Undertake HR tasks and ancillary duties as assigned by the Head of HR and Admin to support the overall efficiency of the department.
• Participate in office projects, staff events, and other initiatives to promote a positive and engaging workplace culture.
• Continuously seek ways to enhance the front-desk experience and contribute to a welcoming office environment.

Qualifications

• Bachelor’s degree or diploma in Business Administration, Human Resources, or a related field preferred.
• 2–3 years of experience as a Receptionist, Front Desk Executive, or Administrative Assistant , ideally with exposure to HR support.
• Well-groomed, professional appearance with strong interpersonal and communication skills.
• Fluent in English (Arabic is an advantage).
• Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) ; experience with HRIS or office management systems is a plus.
• Excellent organizational and multitasking abilities, with attention to detail.
• Professional appearance and demeanor, with a genuine passion for helping others.
• Discreet, trustworthy, and able to handle confidential information responsibly.
• Energetic, proactive, and adaptable — thrives in a lively, team-oriented environment.