Front Desk & Facilities Coordinator (Contract) – Dubai

Alfa Laval Mid Europe GmbH; Dubai; On-site; AED 45,000 - 67,000; Part time

Job summary

Alfa Laval is seeking a Receptionist/Facility Executive based in Dubai to manage front office tasks and assist with facilities operations. This contractual role requires a proactive approach and seamless coordination with multiple teams.

The ideal candidate has 2–5 years' experience in office administration, excellent communication skills, and a hands-on attitude to support safety, health, and environment initiatives within a multinational setting.

Qualifications

• 2–5 years of front office experience in a professional setting.
• Strong communication and organizational abilities.
• Experience in a multinational company is a plus.

Responsibilities

• Front Office Administration
• Managing Incoming calls: answer and route incoming phone calls to the appropriate departments or personnel, providing accurate information as needed or taking messages when necessary.
• Welcome visitors and determine the nature of their visit; issue visitor passes and maintain visitor logs; alert appropriate party of visitor arrival or direct visitors to appropriate office, department, or employee.
• Respond to routine enquiries from internal or external sources, for example on the organization's location, hours of operation, phone numbers, or email address.
• Monitor company email address and ensure external stakeholder queries are addressed/routed to the right personnel in time.
• Assist with arranging meeting rooms, organizing, and distributing mail, receiving, and sending courier packages, company communications, etc.
• Facilities Management Responsible for indirect procurement for the office e.g., hotels, rental cars, travel arrangement etc.
• Conduct regular internal checks, physical verifications & facility walks to validate implementation of systems & processes.
• Assist in management of facilities related contractors and service providers.
• Ensure compliance with the terms of service level agreement related to facilities service providers e.g., Maintenance, Cleaning, building lease etc.
• Order, control and maintain office supplies such as stationery, consumables and maintain monthly usage reconciliations.
• Support and ensure compliance with safety, health environment and community legislation and policies in liaison with the HSEQ Coordinator.
• Facilitate and conduct regular building audits to ensure compliance with legal, safety, health, and environmental standards.
• Contribute to the management of office equipment, the neat arrangement of documents, the storage and distribution of office supplies.
• Assist with coordinating welfare activities, event planning, gifts.
• Assist with facilities management activities of other Alfa Laval offices in the region virtually.
• Assist the procurement department with the indirect procurement activities of the region.
• Ad Hoc Assist with budget and forecasting on costs related to facilities.
• Liaise with Manager to oversee, monitor and ensure costs are contained within budgets.
• Work hand in hand with IT in managing office access control in line with company policies and procedures.
• Contribute to local & regional sustainability projects in line with Alfa Laval strategic goals.

Skills

Front office

MS Office

Communication skills

Multitasking

Education

Bachelor's/Diploma in Admin

Tools

MS Office Suite

Job description

Alfa Laval is seeking a Receptionist/Facility Executive based in Dubai to manage front office tasks and assist with facilities operations. This contractual role requires a proactive approach and seamless coordination with multiple teams.

The ideal candidate has 2–5 years' experience in office administration, excellent communication skills, and a hands-on attitude to support safety, health, and environment initiatives within a multinational setting.