Receptionist

Receptionist/Front of House – Job Description

About the job

Phoenix is a Yacht Management Company, based in Dubai, the rising hub of luxury yachting. Phoenix is at the centre of every need when it comes to yachting management, sales, charter and much more. Our vastly experienced and highly qualified team equips us with an extensive range of services, covering all areas of yacht management.

We at Phoenix pride ourselves on providing an excellent working environment and exceptional service to our clients. We are currently seeking an enthusiastic and professional Receptionist to join our team in Dubai. If you are an experienced Receptionist with a strong focus and drive for exemplary client service, then we are keen to hear from you. In addition to front of house responsibilities, this role includes providing dedicated Assistant support to one of the Managing Directors, specifically scheduling and coordinating their appointments, meetings and commitments.

The ideal candidate is an extremely detail-orientated and personable multitasker who has experience as a Receptionist in yachting or the luxury sector and can work under pressure.

You will bring a customer centric and resourceful approach, with sterling communication skills to the desk. The successful candidate, a self-starter, will have a positive attitude and ability to prioritise complex schedules, whilst maintaining the levels of service to the highest standards at all times. You will be working in stunning new offices and maintain the reception area looking sharp and tidy.

You will be a team player who can adapt to various teams, a competent communicator with strong IT skills and an impeccable telephone manner.

You are to be flexible as there may be occasions when you are required to work over and above our core business hours to ensure service is sufficiently covered.

Responsibilities

• The Employee shall serve as first point of call to clients and guests, and provide a positive impression of our business by welcoming visitors in a friendly and professional manner;
• The Employee shall offer and provide refreshments for clients and meetings on their arrival;
• The Employee shall open the office, log visitors to the building and direct them to the appropriate person;
• The Employee shall answer and redirect phone calls to the appropriate person or department, send and respond to emails in a timely fashion;
• The Employee shall manage shipments, co-ordinate external resources and items received from suppliers and vendors, liaise with the general public and professionals;
• The Employee shall coordinate and book transportation arrangements for visitors and guests upon instruction;
• In the absence of the Office Manager, the Employee shall assist with the ordering of fresh products for the office such as fresh fruit or milk;
• The Employee shall type up meeting notes, reports, forms and/or of a similar content in either English or Arabic;
• The Employee shall be on hand for any staff requiring short notice meeting room changes;
• The Employee shall be on hand if required to assist the Office Manager organise / take orders for internal team lunches and catering for in-house meetings;
• The Employee shall prepare Company gift bags for clients and guests as directed.
• The Employee shall provide administrative assistance to all teams across the business as and when they arise including but not limited to the marketing department and support in tasks such as but not limited to emails, use of the Company CRM platform, contact updates in AXIS.
• The Employee shall work closely with the Office Manager and taking on any ad hoc administrative duties as directed by the Office Manager, Executive Assistant to the CEO as well as give administrative assistance to all teams across the business as and when they arise.
• The Employee shall serve as an Assistant to a Managing Director, taking full ownership of managing their professional calendar, which involves scheduling, coordinating and confirming all appointments, meetings and travel commitments.
• The Employee shall prepare and submit the Managing Directors travel expense reports.
• The Employee shall manage the process of obtaining necessary signatures on various documents for the Managing Director
• The Employee shall ensure the Managing Directors office is well organized and clean. The Employee shall organise and coordinate any car cleaning for the Managing Director upon request.

Required skills and qualifications

• Proven work experience as a Receptionist, Front Office Representative or similar role within an administrative environment. Prior experience working within the yachting sector is preferable but not essential.
• Strong communication skills are essential with the ability to interface regularly with internal and external personnel at all levels.
• Excellent written and verbal communication skills in English and Arabic.
• Strong numeracy skills and computer literacy; proficient in Microsoft Office including Word, Excel and Powerpoint.
• Ability to be resourceful, proactive and self-motivated.
• Propensity to prioritise effectively within a fast paced and dynamic environment.
• Minimum of secondary education diploma or equivalent