Executive Office & Front Desk Coordinator

Hypermedia; Dubai; On-site; AED 60,000 - 90,000; Full time

Job summary

Hypermedia is seeking an Office Administrator and Receptionist to be the first point of contact for visitors and calls in its Dubai office. You will coordinate daily office operations and provide admin support to the Executive Team, while assisting HR with insurance, visa processing, onboarding, and events.

You will manage shared inboxes, calendars, and office supplies, maintain records with discretion, and help drive efficient communication across departments in a fast-paced tech media

Qualifications

• Experience coordinating busy office operations and communications.
• Strong written and spoken English communication.
• Familiarity with employee onboarding and insurance administration is a plus.

Responsibilities

• Act as the primary contact for calls, emails, and visitors with professional communication.
• Monitor and respond to the general email inbox and route inquiries to the correct teams.
• Handle phone and mobile communications, ensuring timely responses.
• Coordinate daily office activities and implement efficient procedures.
• Monitor office supplies and stock levels; arrange replenishment.
• Assist with petty cash and maintain supporting records.
• Arrange courier collections and deliveries.
• Coordinate driver schedules and transport requests.
• Liaise with building management on access cards, parking, and NOCs.
• Maintain confidential information and provide executive support as needed.
• Support HR with employee insurance administration, onboarding, and events.

Skills

Tech savvy with AI tools

MS Office (Outlook, Word, Excel)

Inbox & calendar management

Data entry & filing

HR & facilities coordination

Tools

Microsoft Office

Job description

Hypermedia is seeking an Office Administrator and Receptionist to be the first point of contact for visitors and calls in its Dubai office. You will coordinate daily office operations and provide admin support to the Executive Team, while assisting HR with insurance, visa processing, onboarding, and events.

You will manage shared inboxes, calendars, and office supplies, maintain records with discretion, and help drive efficient communication across departments in a fast-paced tech media