Front Office Receptionist

1. Position Summary

The Admin Executive & Reception Desk Officer is responsible for ensuring smooth daily administrative operations at CLI office, providing frontline reception services, coordinating with vendors and internal departments, supporting HR and finance-related administrative processes, and maintaining a professional and organized office environment.

This role is critical for supporting employees, visitors, and management, ensuring compliance with company procedures and local regulations, and enabling efficient business operations.

2. Key Responsibilities

A. Reception & Front Desk Management

• Serve as the first point of contact for visitors, employees, and callers.
• Maintain a professional and welcoming reception area.
• Manage incoming/outgoing calls, emails, couriers, and correspondence.
• Register and guide visitors according to company policies.
• Coordinate meeting room schedules and ensure proper setup (presentation materials, refreshments, cleanliness).

B. General Office Administration

• Oversee day-to-day office operations and ensure smooth functioning of the branch.
• Maintain inventory of office supplies and ensure timely replenishment.
• Manage office equipment (printers, internet, telephones, access cards, etc.) and coordinate maintenance and repairs when needed.
• Prepare and update administrative records and reports as required by management.
• Support employees with administrative needs (letters, travel support, ID cards, etc.).

C. Vendor & Facility Management

• Coordinate with building management, security, housekeeping, and other external service providers.
• Monitor and verify vendor performance, invoices, and service agreements.
• Maintain AMC contracts (Annual Maintenance Contracts) and ensure timely renewal.
• Raise purchase requests, follow up on quotations, and maintain vendor documentation.

D. HR & People Support

• Support HR in attendance monitoring and reporting any discrepancy.
• Coordinate travel bookings, accommodation, and HR-related logistics.

E. Finance & Compliance Support (Basic)

• Handle small petty cash expenses and maintain proper records for approvals.
• Assist with invoice coordination and submission to finance for payment processing.
• Track utilities, rent, vendor payments, and assist with local compliance updates when required.
• Maintain proper documentation and filing as per internal audit requirements.

F. Health, Safety & General Office Compliance

• Ensure office compliance with local safety standards and internal Compass guidelines.
• Maintain emergency contact lists, first aid kits, and basic HSE requirements.
• Participate in audits and inspections when required.

G. Event & Meeting Coordination

• Support planning and organization of internal events, training sessions, and customer/partner meetings.
• Arrange refreshments, logistics, gifts, and materials for corporate activities.
• Support administrative preparation for senior management visits.

3. Qualifications & Skills Required

Education & Experience

• Bachelor’s degree in Business Administration, Commerce, HR, or related fields.
• 2–5 years of experience in administrative, office management, or reception roles (preferably in logistics or corporate office environment).

Technical Skills

• Proficiency in MS Office (Excel, Word, Outlook).
• Basic knowledge of HR and finance coordination is a plus.
• Good understanding of office systems and administrative workflows.

Behavioural Skills

• Excellent communication and interpersonal skills.
• Strong organizational and multitasking abilities.
• Professional appearance and customer-service oriented.
• Reliability, discretion, and ability to handle confidential information.
• Problem-solving attitude and ability to work independently.

4. Performance Indicators (KPIs)

• Timeliness and accuracy of administrative support.
• Reception professionalism and service quality.
• Proper maintenance of office facilities and supplies.
• Accuracy of records, documentation, and reporting.
• Employee and management satisfaction with admin support.
• Compliance with policies, renewals, and audit readiness.

5. Working Hours

UAE Shift: 08:30 AM – 6:00 PM

(On-site presence is mandatory due to the nature of the role.)

6. Role Impact

This position ensures the smooth functioning of CLI office, enhances the employee experience, supports HR and compliance operations, and represents the company’s professional image to external stakeholders.

Job Type: Full-time

Pay: AED36,000.00 - AED42,000.00 per year