Hostess / Administrator

Hostess & Coordinator

Administration / Front Office / Client Relations

Reporting to : Operations Manager / Administration Manager / Project Manager

Job Purpose

The Hostess & Coordinator is responsible for professionally welcoming visitors, clients, and guests while coordinating administrative and operational support activities within the organization. The role ensures smooth front office operations, maintains positive customer relations, and supports internal coordination between departments, clients, suppliers, and site teams.

Key Responsibilities

Front Office & Reception Duties

• Welcome and assist visitors, clients, vendors, and employees in a professional and courteous manner.
• Maintain reception and waiting areas in a clean, organized, and presentable condition.
• Answer and direct incoming phone calls, emails, and inquiries efficiently.
• Make and carry hot/cold beverages as per the client request.
• Manage visitor registration and maintain visitor logs as per company procedures.
• Coordinate meeting room bookings and arrange refreshments when required.

Coordination & Administrative Support

• Coordinate between departments, project teams, suppliers, and clients for daily operational requirements.
• Assist management in scheduling meetings, appointments, and site visits.
• Prepare and maintain records, reports, correspondence, and filing systems.
• Support HR and administration activities including onboarding coordination, document collection, and employee communication.
• Follow up on pending tasks, approvals, and operational requirements.
• Maintain office supplies inventory and coordinate procurement requests.

Customer Service & Communication

• Handle client and customer inquiries professionally and maintain positive relationships.
• Ensure timely communication and coordination with internal and external stakeholders.
• Assist in organizing company events, meetings, staff gatherings, and client visits.
• Support management with hospitality arrangements for VIP guests and visitors.

Operational Support

• Coordinate transportation, accommodation, or logistics arrangements when required.
• Assist project/site teams with administrative coordination and documentation.
• Ensure confidentiality of company information and records.
• Support implementation of company policies, procedures, and office standards.

Accountability

• Professional handling of visitors, clients, and guests.
• Accuracy and timely completion of coordination and administrative tasks.
• Proper maintenance of records, schedules, and communication.
• Maintaining professional appearance and behavior at all times.
• Ensuring smooth front office and coordination operations.
• Compliance with company policies, UAE labor laws, and health & safety requirements.

Role RequirementsEducational Qualification

• Diploma or Bachelor’s Degree in Administration, Hospitality, Business Management, or related field.

Experience

• Minimum 2–5 years of experience in front office, customer service, hospitality, or coordination roles.
• UAE/GCC experience preferred.

Pay: AED5,000.00 - AED5,500.00 per month

Work Location: In person