Receptionist cum Secretary

Job Summary

We are looking for a polished, organized, and proactive Receptionist cum Office Secretary to serve as the face of our company and the backbone of our daily administrative operations. This dual role requires a professional who can greet visitors with a warm demeanor while efficiently handling secretarial tasks such as scheduling, correspondence, and document management.

Key Responsibilities A. Reception Duties (Front Desk & Visitor Management)

• Greeting & Welcoming: Greet all visitors, clients, and vendors professionally; determine the purpose of their visit and direct them to the appropriate staff or meeting room.

B. Office Secretarial & Administrative Support

• Calendar & Meeting Management: Schedule and coordinate internal and external meetings, book meeting rooms, and prepare meeting materials (agendas, handouts, water/stationery).
• Correspondence: Draft, proofread, and send emails, letters, memos, and other internal communications on behalf of management.
• Document Management: Photocopy, scan, file, and organize physical and digital documents; maintain an efficient filing system (both hard and soft copies).
• Supplies Management: Monitor and manage inventory of office supplies (stationery, pantry items, printer paper) and place orders as needed.
• Housekeeping: Ensure the reception area, lobby, and conference rooms are clean, organized, and presentable at all times.

Qualifications & Requirements

Education:

• High school diploma or equivalent required.
• Diploma or Bachelor’s degree in Business Administration, Office Management, or related field preferred.

Experience:

• 1–3 years of experience in a reception, front desk, or administrative assistant role.
• Experience using multi-line phone systems and office equipment (printers, scanners).

Technical Skills:

• Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Experience with scheduling tools (e.g., Google Calendar, Calendly) and collaboration platforms (Zoom, MS Teams, Slack).
• Familiarity with office management software (e.g., ERP, CRM) is a plus.

Key Soft Skills & Competencies

• Professional Appearance & Demeanor: Well-groomed, polite, and composed under pressure.
• Communication: Excellent verbal and written English; active listening skills.
• Organization: Ability to multitask, prioritize, and meet deadlines without supervision.
• Problem-Solving: Calm and resourceful when handling unexpected issues (e.g., angry visitor, tech failure).
• Discretion: Must handle confidential information (salaries, contracts) with integrity.

Working Conditions

• Standard office environment (Monday–Friday, e.g., 9:00 AM – 5:00 PM).
• Primarily desk-based but requires moving around the office to deliver documents or check meeting rooms.

Check out our website to know more about our

To Apply: Please submit your resume along with a brief cover letter detailing your experience in both reception and secretarial roles at support@polestaruae.com

Pay: AED3,000.00 - AED3,500.00 per month

Work Location: In person