Receptionist/Admin

Job Description

Position Overview

The Receptionist / Admin at Amazon will be the first point of contact for visitors and clients, providing a warm and professional welcome. The role involves a variety of administrative and clerical tasks to support the organization and ensure smooth day-to-day operations.

Key Responsibilities

Front Office Management

· Greet and welcome visitors, ensuring a positive and professional first impression.

· Answer, screen, and forward incoming calls, taking messages as necessary.

· Receive, sort, and distribute daily mail and deliveries.

· Maintain and update records of bookings, client details, and office equipment.

Administrative Support

· Generate and issue client invoices in a timely and accurate manner.

· Assist with payroll processing, including data entry and verification of attendance records.

· Update and maintain databases and records with accurate information.

· Prepare and format documents, reports, and presentations as required.

· Monitor and maintain office supplies inventory, placing orders when needed.

Facilities Coordination

· Monitor the cleanliness and organization of the front desk, lobby, and common areas.

· Report any maintenance issues or facility-related problems to the building management team.

· Conduct monthly checks on all offices to ensure there are no damages to carpets or décor provided by HauteSpot.

Client and Event Support

· Arrange meetings, prepare agendas, and take minutes as needed.

· Assist clients and guests with any queries or requests about the business centre facilities.

· Coordinate and support the organization of business events, conferences, or meetings within the business centre.

· Ensure the availability of necessary equipment (projectors, conference phones, etc.) and refreshments for meetings.

· Assist the Sales Team with the onboarding process for new clients, providing access to facilities and explaining services offered, including coordination for Ejari with the DED (Department of Economic Development)

· Manage the offboarding process on termination of client contracts including return of deposits.

Financial and Operational Duties

· Process payments and issue receipts for clients using centre services.

· Track and reconcile incoming payments, following up with clients as needed.

· Maintain accurate records of revenue, expenses, and other financial data.

Security and Compliance

· Ensure all security procedures are followed for visitor access (e.g., issuing visitor passes, checking IDs).

Skills and Qualifications

· Proven experience in administrative or receptionist roles.

· Strong organizational and multitasking abilities.

· Familiarity with invoicing and payroll software is a plus.

· Proficiency in MS Office Suite (Word, Excel, PowerPoint).

· Excellent communication and interpersonal skills.

· Attention to detail and ability to manage confidential information.

Job Type: Full-time

Pay: AED3,000.00 - AED3,500.00 per month

Ability to commute/relocate:

• Dubai: Reliably commute or planning to relocate before starting work (Preferred)

Application Question(s):

• Do you have your own visa that legally allows you to work in Dubai?

Experience:

• Reception & Admin: 2 years (Required)

Location:

• Dubai (Required)