Project Coordinator / Receptionist

Fiker Institute is a think tank and library based in Dubai. The Library was born out of a unique vision: to invite writers, readers, artists, researchers, diplomats and policymakers to question their assumptions about world history, global politics and culture in the modern era.

We are looking for a professional Project Coordinator / Receptionist to join our team. As the first point of contact for visitors, you will play a key role in creating a welcoming and efficient environment that reflects our library’s values. In addition, you will assist the library manager in effectively delivering all library activities and services. The ideal candidate will have excellent communication and organizational skills, a strong sense of responsibility, effective teamwork skills, and a professional and friendly demeanor. 

Project Coordinator responsibilities:

• Coordinate and ensure the successful delivery of all library activities and services.
• Organize event logistics, including seating arrangements, sound and screen setup, photography, catering, registration, and ensure smooth delivery of events from start to finish.
• Coordinate and supervise maintenance activities, including air conditioning, lighting, pest control, equipment, etc.
• Assist the library manager with procurement, including purchasing monthly supplies, printing membership cards, and any other related tasks. 
• Assist the library manager in handling library emergencies promptly and efficiently.
• Support the monthly library reporting by conducting data analysis at the end of each month.
• Monitor the accuracy of library invoices, receipts, VAT records, and members’ data on a daily basis, and highlight any discrepancies.
• Conduct biweekly backups of all data and media files, ensuring files are properly organized and saved.
• Support the onboarding and training of new team members.
• Assist the library manager with developing partnerships, securing sponsorships, and increasing library memberships.
• Represent the library during special visits and events in the absence of the library manager.
• Manage the library operations in the absence of the library manager. 

Receptionist responsibilities:

• Handle visitor inquiries and provide information about the library's collection, services, memberships, and events in a professional and welcoming manner.
• Manage membership operations, including registration, invoicing, record-keeping, and database administration.
• Catalog books and conduct regular auditing to ensure the accuracy and organization of the library’s collection.
• Generate daily reports on key library metrics, including visitor engagement, memberships, and activities. 
• Handle professional email communications in response to library inquiries, and share updates and announcements with members.
• Ensure adherence to the library policies, terms, and conditions.

Education:

Bachelor's degree in Business Administration, Hospitality, or a related field.

Qualifications:

• Experience in a customer service or visitor-facing role.
• Demonstrable experience in projects, operations, or events management, including technical skills such as operating an in-house audio/video system, overseeing premises maintenance, and handling emergencies.  
• Previous experience in a cultural setting, or a demonstrated interest in culture, is highly valued.
• Excellent verbal and written communication skills in English and Arabic. 
• Strong organizational skills with keen attention to detail.
• Excellent teamwork and collaboration skills.
• Proficiency in Microsoft Office suite (Word, Excel, and PowerPoint).
• Ability to multitask and prioritize effectively in a fast-paced environment.