Receptionist

Receptionist – Falcon Group Location: Dubai Employment Type: Full-time Falcon Group is seeking a highly organized and proactive Receptionist to join our team. This role is central to our daily operations, ensuring smooth communication, efficient document handling, and professional front-office management. The ideal candidate will have strong administrative skills, attention to detail, and the ability to multitask in a fast-paced environment. ________________________________________ Key Responsibilities Front Desk & Office Management • Manage reception area, ensuring a welcoming and professional environment. • Operate LED screen displays and background music in the reception area. • Maintain a clean and organized workspace, ensuring no sensitive documents are left accessible. Job Orders & Documentation • Update and maintain Job Cards in Excel, ensuring job completions are properly recorded and delivery notes are generated from PACT. • File, scan, and upload delivery notes and invoices to OneDrive for easy access. • Create delivery notes (DO) and invoices in PACT with accuracy, ensuring prior approval is received before issuance. • Cross-check customer details and HS codes, referring to sales orders and purchase orders when necessary. Customer Coordination & Delivery Processing • Handle documentation and requirements for customers including Emerson, John Crane, Strata, Spatial, Dreco, Elmar, Wellboss, Oilfield Siml, and others. • Prepare packing lists, invoices, and delivery notes as per client specifications. • Coordinate courier bookings with DHL and SKY EX, ensuring accurate airway bills, PO references, and account details are included. • Ensure customs exit clearance with stamps for export or non-UAE deliveries. Timekeeping & Departmental Support • Update daily timesheets across departments including Fabrication, Machine Shop, CNC, Quality, and more. • Verify employee codes, machine codes, and job numbers for accurate reporting. • Record hours, minutes, and outputs for different processes (fabrication, phosphating, passivation, sandblasting, painting, etc.). Finance & Collections • Assist with cheque collections and prepare receipt vouchers as per invoices. • Coordinate courier pick-up services for financial and operational documents. ________________________________________ Skills & Qualifications • Proven experience in reception, administration, or office coordination. • Strong computer literacy with experience in Excel, document scanning, and cloud storage (OneDrive). • Knowledge of ERP software such as PACT is an advantage. • Excellent organizational and multitasking abilities. • Strong attention to detail and accuracy in documentation. • Professional communication skills (written and verbal). • Ability to handle confidential information responsibly. ________________________________________ Why Join Falcon Group? • Be part of a dynamic and growth-oriented company. • Work in a collaborative environment with diverse responsibilities. • Gain valuable exposure in operations, logistics, and client coordination.